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Home My WebLink AboutCommittee of the Whole - 10 Dec 2018 - Agenda - Pdf-�Renton AGENDA Committee of the Whole Meeting 4:30 PM - Monday, December 10, 2018 Conferencing Center, 7th Floor, City Hall — 1055 S. Grady Way 1. Tri-park Master Plan / Narco Property a) Presentation 2. Parking at Coulon Park 3. Sunset Neighborhood Park - Phase II Update a) Presentation 4. Council Policies Update a) Presentation b) Clean and Redline Versions Tri-Park Master Plan Committee of the Whole December 10, 2018 Cz UN y LIBERTY PARK . CEDAR RIVFR PARK NARCO SITG TR I -PARK MASTER. FLAN CITY OF RENTON COMMUNITY SERVICES L.•uuncil :ldlglicd SCptcmfwr 23. 2414h; a Bell F S I.inir walk - no tart El AI G\ LLcl �I 0 �..' � ❑ ❑ �' �C �` � \ \ n'I„oril��4+•"fir r� `l � ❑ Gim111 ` i1HUse Flelds Walt �\�\ ' 1� / ' � `•�` � i� Passive �- �_0 IAealinw� Narco Site Jill ❑�1�f� \ �I ❑ �] �l\.-.f-�► d '� �' p I .d -� oJe _-Li�- Background October 2002 - 1-405 Corridor EIS establishes Master Plan concept for 1-405 Improvements October 2002 - March 2005 — 8 City/WSDOT Concurrence Letters document design decisions; agreements have been executed 2004 — City and WSDOT form Wells & Parks Task Force July 2005 - CAG-05-202 formalizes cooperative efforts of 2004 Wells & Parks Task Force. Obligates WSDOT to evaluate park impacts through the NEPA and Section 4(f decision -making processes to begin in January 2006. 3 Background Cont. Key issues in 3 areas identified for further examination: 1. Well/Pump Station/Water Treatment Facilities —Avoid and/or minimize impacts 2. Ensure adequate and safe access a. Maintenance access to operate and maintain the city's water supply system b. Public access to park land and facilities c. Emergency access to the City's well/facilities and park land/facilii d. Maintenance access to operate and maintain parks, trails, buildin and open space areas 3. Avoid and/or minimize impacts to public park land facilities and is safe for park patrons El Background Cont. July 11-14, 2005 — Cedar River Vicinity Charrette August 10, 2006 - CAG-06-158 formalizes Cedar River Vicinity Charrette concept as the "Build Alternative". 1-405 improvements will not diminish the recreational value of the City's park facilities located in these areas. Additional design details to support the WSDOT 1-4( Environmental Assessment to be developed througl Park Master Planning effort. 9 OR M" A&*% o A. MMS em" I'st6k 08,."\ C. Mmin #�e"ss �ia, zz� HE L& NOW 0 01 i all Im r-T rol 6t— AV �' \ oNR STOHr5WAIe lerm %'TNT -..---�..._ � \ NAlzGo \ 43 rm \\ :. Design Charrette Renton Hill Access Solution Existing Condition Proposed Access uesic ` L Flip I Mwp .r r_ n, Tri-Park Background January 2006 - September 2006 - Public process for the Tri- Park Master Plan Master Planning process utilizes agreed upon and formalized Design Charrette solutions as the basis for design April 2006 —Wells/Parks Features Assignment Matrix developed. Identifies WSDOT/City areas of responsibility for future impacts/mitigation/improvements. I September 11, 2006 — Council adopts Tri-Park Master Plan CZ f61 UN y LIBERTY PARK . CEDAR RIVFR PARK NARCO SITG TR I -PARK MASTER. FLAN CITY OF RENTON COMMUNITY SERVICES L.•uuncil :ldlglicd SCptcmfwr 23. 2414h; a Bell F S I.inir walk - no tart El AI G\ LLcl �I 0 �..' � ❑ ❑ �' �C �` � \ \ n'I„oril��4+•"fir r� `l � ❑ Gim111 ` i1HUse Flelds Walt �\�\ ' 1� / ' � `•�` � i� Passive �- �_0 IAealinw� Narco Site Jill ❑�1�f� \ �I ❑ �] �l\.-.f-�► d '� �' p I .d -� oJe _-Li�- Tri-Park Parking Summary Park Existing Proposed Spaces Total Spaces +Increase/ - Decrease Liberty Park 143 100 -43 Cedar River Park 240 450 +210 Narco Site 0 358 +358 TOTALS 383 +525 Note: Numbers do not include the Main Library and Mill Avenue lots. 11 Tri-Park Field Number Comparison Design Considerations: • No net loss of fields by field type • Need by 2007*: 1 baseball and 4 soccer/football fields • 2007 shortfall with Full Build Out Concept: 1 ballfield, 1 soccer field Park Liberty Cedar River Narco Stoneway Existing 2 lighted ballfields 1 soccer & 1 ballfield Full Build Out Concept ** 4 multi -use fields (4 soccer, 4 rugby, 4 lacrosse, 3 cricket) 3 lighted ballfields *As identified in the 2003 Long -Range Park, Recreation and Open Space Implementation Plan �; 12 Tri-Park Preliminary Estimates (2006 Costs): Park Element Liberty Park Cedar River Park Cedar River Park - Potential Mitigation Site (Sto neway) Norco Site Norco Site - King County Conservation Futures COR Costs (A) $ 3,753,000 WSDCT Mitigation Estimates (B) $ 1,420,400 COR L WSDOT (A L B) $ 5,173,400 $ 8,769,300 $ 801,700 9 74, 700 3,100,000 7,265,500 5,926,400 4,812,500 9,571,000 4,074,700 * 13,191,900 4,812,500 I Subtotals 25,575,000 ** 11,248,500 * $ 36,823,500 * `� J These estimates reflect 2006 construction costs only. Other fees, taxes, permits, design fe,a-, escalation for inflation, etc. are not included. *Does not include property acquisition cost for Potential Mitigation Site by WSDOT. 13"Does not include converting property from passive to active use. Q Section 4(f) Background January 17, 2008 — WSDOT and City formalize findings of the Section 4(f) evaluation process and agreed to the following: 1. Each party's responsibilities for the Tri-Park elements, as documented in the Projects Section 4(f) Evaluation, based on the magnitude of anticipated impacts 2. by the 1-405 project, Mitigation for the impacts will be implemented after the project improv�~�-~�- are funded (WSDOT does not have a mechanism to do advance mitigatic 3. WSDOT's desire to implement the Section 4(f) mitigation during the 1-40! construction project. If the City's own funding and timeline for impleme makes this not practical, then the City and WSDOT will develop a plan fo mitigating the Project impacts for which WSDOT is responsible. 14 Section 4(f) Definition Section 4(f) of the Department of Transportation Act of 1966 (49 USC 303) prohibits the Federal Highway Administration from approving a transportation project that uses land from a significant park, recreation area, wildlife or waterfowl refuge, or land of a historic site of national, state, or local significance, unless there is no feasible and prudent alternative, and t[ project includes all possible planning to minimize harmtc property. 15 Narco Property Funding Sources/Restrictions Total Acquisition Costs = $3.3 million 1989 King County Open Space Bond Issue - $1 million • Funding restrictions expired in 2009 Washington Wildlife and Recreation Program - $500,pOOO • CAG-94-059 prohibits conversion of Property from park uses other than those for which grant assistance was approved • Recorded Deed of Right to Use Land for Public Recreation Purposes (#9502170726) requires property be developed per application on fil, • No expiration date — in perpetuity 16 Narco Property Funding Sources/Restrictions Continued King County Conservation Futures — CAG-94-007 1993 Regional Projects $500,000 and 1993 Suburban Projects $1.3 million At least half of the level area in the center of the site must remain as open space in perpetuity If the City wishes to change the status or use, the City shall, at the County's discretion, pay the County an amount in cash equal to the property's fair market value City can consider substituting other property of equal or better market and ope space value acceptable to the County Value of property established at the time of the change in status or use based on the best and highest use 17 Narco Property Funding Sources/Restrictions Continued • Master Plan utilized to secure all funding included active use (sports fields), parking, play area, restrooms, Cedar River Trail, picnic facilities and open space • Off leash park is temporary Should the park be fully developed per the master I improvements, the off leash area will be relocated Next Steps • Parks, Recreation and Natural Areas Plan (PRNA) update — 2019 • PRNA Plan to include updated park concept for the Tri-Park Master Plan based upon current conditions • PRNA Plan to include updated and more developed con( plan for liberty Park • Concept Plans set the stage for future discussions with WSDOT and future public master planning processes WE u Sunset Neighborhood Park Phase 2 Sunset Neighborhood Park Phase 2 Committee of the Whole Briefing December 10, 2018 1 Hgg rolluda architects © I ® I Noyc P . `x FC V E architecture planning inteni rdesign I'.Nld NF.F.RS, INC. Sunset Neighborhood Park Phase 2 RHA Housing Pergola Structure with Curved f3enches Pervious Pavement with 6" Concrete Curb Edges Curbs and Step -Off Pads Instalfed During Sanset Lane NE Construction W F a 2� RHA Housing zo z F � r a s Load / Unfoad /1 "Stage Area Art Location Market Rate Housing Phasing Plan 2016-2018 — Phase 1 RHA Housing ---�°. • Restroom Building �2 - Sr _. • Benches � yJ y� Curved Rer7�h with Interpretive3gn • Plazas �i � �- Entry Sign ,,, rv.. ;•�;p„ �� Pergola with Free • "�,�js, .ry -i .,.il Library Seating S i g n a g e � and IAl Existing Rafngardens • Lawn/Landscaping ;3enehwih��f Renton Highlands Library • Pergola with Seating • Little Free Library • Pathways n • Lighting & CamerA _ � RrE• Irrigation vn m 2 Hgg rolluda architects © ®I 0 architecture planning inteaoreesign I'.V(�lnl-. I'N1. Ire C. Sunset Neighborhood Park Phase 2 W c 1 Mousing Oz O � or t� 9G � RNOf Housing a F s �- Load / Unload "StageArea" Art Locc Il PHASE II Pergofa Structure with Curved Benches Pervious Pavement with "' Concrete Curb Edges Curbs and Step -off Pads Installed Puring Sunset L.— NE Construction Market Rate Housing r Market Rate \ Housing RHA Housing N I/ h J� y Curved Sench with Interpretive Sign Phasing Plan 2018-2020 — Phase 2 • Playground • Fitness Area • Picnic Area Entry Sign Pergola and Seatiwith Free -a Water Feature Library ng Er<isting Raingurdens Renton Highlands Library • Picnic Gazebo • Pergolas with Seating • Loop Pathways n • Rain Gardens m o Ft, Open Space Lawnn m 3 Hgg rolluda architects architecture planning inteaoreesign l?NC:INEHRS, INC. Sunset Neighborhood Park Phase 2 Story Makers Play Structure Play Equipment (Ages 2-5) Hgg rolluda architects architecture planning inteni rdesign f?NC:INEHRS, INC. AFwro? Investing in Housing • Jobs • Education • Health • Environment • Transportation I Yncent Helton Investing in Housing • Jobs • Education • Health • Environment • Transportation I I I .lip s"i _n is. 1AAM wo IN ` i Play equipment for life Vincent Helton , tk744, �a11111:i )i'1//►ter Y try.. _.: -- ^-�." t = : r., F. URN �"t�d 11 •r�t'JI/ ��'A��+e�� %��' � ��\os �Ir`,. ��c ►�f Fitness Area Sunset Neighborhood Park Phase 2 T ti 1t d td i .a CJJAI - _ s 1\ / F g Hgg rolluda architects © ®� Noyr P . `x FC V E architecture planning inteni rdesign I!NcI NERRS, INC. AFNTO? Fitness Area - Equipment Sunset Neighborhood Park Phase 2 Combi Unit 1 Sign I Twister Sit Up T Stepper Stretch 9 Hgg rolluda architects © 10 I 0 NoycP.`x FCVE architecture planning intenirdesign I:N(.l nt-. I'Kl. INC. Picnic Area Sunset Neighborhood Park Phase 2 it �� i� \ �� i ✓ ., — i � `. f". x i r PI i+ +i_i CNIC TABLE TYPE ++ ++ / i _ C j Hgg rolluda architects © I ® I Noyc P ..`x FC V E architecture planning inteni rdesign I'.NI,INHRRS, INC. AFNTO? Sunset Neighborhood Park Phase 2 Picnic Area - Furnishings Investing in Housing • Jobs • Education • Health • Environment • Transportation Picnic Table 11 HBB rolluda architects © ®� architecture planning intenirdesign I'. N(, I NERRS, INC. `�:I A0NT0 Water Feature - Plan Sunset Neighborhood Park Phase 2 12 HBB rolluda architects © I ® I architecture planning intenirdesign I'.V(,INHRRS, INC. Water Feature Sunset Neighborhood Park Phase 2 Linear Drain Grate Mist Nozzle/ Light Fixtuft 13 HBB rolluda architects © ®� architecture planning interiortlesign I'.V(,INHRRS, INC. Water Feature Sunset Neighborhood Park Phase 2 -I A 14 HBB rolluda architects © I ® I architecture planning intenirdesign I'.V(,INHRRS, INC. Y I -- _: - - - - -- r- n, - f o Sunset Neighborhood Park Phase 2 Pergolas *JobsInvesting in Housing *Transportation Re room �- - st I I I I PerforrnAhce ' , I W ,Seatin /O pen,S ace Lawn 'cpic'Gazebo ` ++ li N, 15 HBB rolluda architects © I ® I architecture planning intenirdesign I'.NI,INHRRS, INC. Sunset Neighborhood Park Phase 2 Picnic Gazebo Investing in Housing e Jobs Education Health Environment Transportation ergola E�-------- f/ Picnic rt + + + + Gazebo ++++++++ F Y ++++++ T+++ +� o W `< +++, — .. II' Iy + + .. +++++++t ++' + +++++++++ W J. + + + + + + / A/ A W .... .. + + + + + rn Accessible Walk with Handrails o Raingarden Raingarden m 16 HBB rolluda architects © ®� architecture planning intenirdesign I'.Nld N F.F.RS, INC. Picnic Gazebo Sunset Neighborhood Park Phase 2 r �RL ` T �I�Y1F - • � S 1� 1 17 Hgg rolluda architects © I ® I architecture planning intenirdesign I'.NI,INHRRS, INC. A0NTO? Picnic Gazebo Sunset Neighborhood Park Phase 2 On 18 HBB rolluda architects M I m I m architecture planning inteniardesign '.NI,INHRRS, INC. 1"im I I 0A ONTO Sunset Neighborhood - Investing in Housing • Jobs • Education • Health • Environment • Transportation rr `� j rr a • 19 Hgg rolluda architects © I ® I ® architecture planning intenirdesign I'.NI,INHRRS, INC. Furnishings - Benches rA Radius Bench Under Pergola rn ro 6' Bench with Middle Ai m Schedule Sunset Neighborhood Park Phase 2 Phase II Schedule December 2018 January 2019 April 2019 April 2019 June 2019 May 2020 75% Submittal Building Permit 100% Submittal Out to Bid Contract Award Phase 11 Construction Completion!! 20 Hgg rolluda architects © I © I ® „ NoycP.`x FCVE architecture planning intenirdesign I!Nc��Nt.t'.xS, i NC:. 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V X v q ve "'y ..... 5i - 7v W'I pmo lli " ww fr .� 0KX AW, wl, i ro 9 0 �11J, 1rC AGENDA ITEM #4. b) � 0« f �vro POLICY & PROCEDURE Subject: Index: LEGISLATIVE COUNCIL PRESIDENT AND COUNCIL Number: 800-01 PRESIDENT PRO TEMPORE Effective Date: I Supersedes: I Page: Staff Contact: Approved By: 12/10/2018 1 11/16/2015 1 1 of 2 1 CAO 1.0 PURPOSE: Resolution # on To define the role of Council President and Council President Pro Tempore, and to establish the guidelines for the selection of individuals to serve in these roles. 2.0 ORGANIZATIONS AFFECTED: City Councilmembers 3.0 REFERENCES: RCW 35A.12.050 RCW 35A.12.060 RCW 35A.12.065 4.0 POLICY: 4.1 To provide for the efficient organization of Council business and activities, the Council shall elect from its members a President and President Pro Tempore. 4.1.1 The Council President shall serve a one-year term. During that period, he or she shall act as the spokesperson and official representative of the City Council, unless such authority is delegated to another Councilmember by majority vote of the Council. 4.1.2 Should there be a vacancy in the office of the Mayor for a period of less than 30 days, the Council President shall automatically assume the authority and duties of the Mayor. Should the Mayor be unable, for any reason, to discharge the duties of his or her office for a period of more than 30 consecutive days, the Council, by majority vote, shall select from among their membership an interim Mayor who shall serve until the COUNCIL PRESIDENT AND COUNCIL PRESIDENT PRO TEMPORE p. 2 AGENDA ITEM #4. b) Mayor returns to office or, in the case of permanent vacancy, until an election is held to select a new Mayor. 4.1.3 The Council President shall preside as chairman of all Council Committee of the Whole meetings. 4.1.4 The Council President Pro Tempore shall serve as Council President in the absence of the duly elected Council President. 4.1.5 The Council President shall serve in conjunction with the Chief Administrative Officer as the supervisor for the Council Liaison position. 5.0 DEFINITIONS: N/A 6.0 PROCEDURES: 6.1 At the second regularly scheduled City Council meeting in November, or a date specified by the current Council President no later than the second Council meeting in December, the floor shall be open to nominations for the purpose of electing a Council President and Council President Pro Tempore to serve the following year. Such elections shall be made by majority vote of those Councilmembers present at the meeting. The nominations and elections shall occur under the New Business portion of the Council meeting. 6.2 The Council President and Council President Pro Tempore shall assume the duties of their respective offices on January 1 of the next year. AGENDA ITEM #4. b) L Of POLICY & PROCEDURE Subject: Index: LEGISLATIVE COUNCIL PRESIDENT AND COUNCIL Number: 800-01 PRESIDENT PRO TEMPORE Effective Date: Supersedes: Page: Staff Contact: Approved By: 12/10/2018 11/16/2015 1 of 2 CAC)4a �^tom Resolution # on 1 9/44 1.0 PURPOSE: To define the rolef of the Council President and Council President Pro Tempore, and to establish guidelines for the selection of individuals to serve in these rolespa&k4Gf�s. 2.0 ORGANIZATIONS AFFECTED: City Councilmembers 3.0 REFERENCES: RCW 35A.12.050 RCW 35A.12.060 RCW 35A.12.065 4.0 POLICY: 4.1 To provide for the efficient organization of Council business and activities, the Council shall elect from its members a President and President Pro Tempore. 4.1.1 The Council President shall serve a one-year term. During that period, he or she shall act as the spokesperson and official representative of the City Council, unless such authority is delegated to another Councilmember by majority vote of the Council. 4.1.2 Should there be a vacancy in the office of the Mayor for a period of less than 30 days; the Council President shall automatically assume the authority and the duties of the Mayor. Should the Mayor be unable, for any reason, to discharge the duties of his or her office for a period more than 30 consecutive days, the Council, by majority vote, shall select from among their membership an interim Mayor who shall serve until the AGENDA ITEM #4. b) COUNCIL PRESIDENT AND COUNCIL PRESIDENT PRO TEMPOREr.,......ii o.esident and Press {o.,t PFe T.,...peF,- p. Z Mayor returns to office or, in the case of permanent vacancy, until an election is held to select a new Mayor. 4.1.3 The Council President shall preside as chairman of all Council Committee of the Whole meetings. 4.1.4 The Council President Pro Tempore shall serve as Council President of *hnP r-A"Rel in the absence of the duly elected Council President. 4.1.5 The Council President shall serve in conjunction with the Chief Administrative Officer as the supervisor for the Council Liaison position. 5.0 DEFINITIONS: N/A 6.0 PROCEDURES: 6.1 At the second regularly scheduled City Council meeting in November, or a date specified by the current Council President no later than the second meeting in December, the floor shall be open to nominations for the purpose of electing a Council President and President Pro Tempore to serve the following year. Such elections shall be made by majority vote of those Councilmembers present at the meeting. The nominations shall occur under the New Business portion of the Council meeting. 6.2 The Council President and President Pro Tempore shall assume the duties of their respective offices on January 1 of the nextfiew year. AGENDA ITEM #4. b) POLICY & PROCEDURE Subject: MEETINGS OF THE CITY COUNCIL ve Date: I Supersedes: I Page: 12/10/2018 1 8/13/2007 1 1 of 5 1.0 PURPOSE: Index: LEGISLATIVE Number: 800-02 Contact: Approve CAO Resolution # To establish the time and location of the various City Council meetings. 2.0 ORGANIZATIONS AFFECTED: City Councilmembers 3.0 REFERENCES: RCW 42.30 RCW 35A.12.100 RCW 35A.12.110 RMC 1-5 Policy & Procedure 800-01 4.0 POLICY: By: on 4.1 Regular business meetings of the City Council shall be held the first four Mondays of each month commencing at 7:00 p.m. in the Council Chambers of City Hall or another location determined by City Council, and properly noticed by the City Clerk's Office. The City Council will not meet when a regular meeting falls on a holiday acknowledged as such by official Council action; all pending business and agenda items will be carried forward to the next regularly scheduled meeting. 4.2 Committee of the Whole meetings (Council work sessions) may be held prior to weekly Council meetings. No final disposition shall be taken at any Council work session; rather, recommendations shall be offered for final action at a succeeding regular business meeting of the Council. Generally, public testimony is not allowed during Council work sessions. AGENDA ITEM #4. b) MEETINGS OF THE CITY COUNCIL p. 2 4.3 At all meetings of the City Council, a majority of Councilmembers shall constitute a quorum for the transaction of business, but a less number may adjourn from time to time and may compel the attendance of absent members as prescribed by ordinance (RMC 1-5). 4.4 Except as provided for in law, all regular and special meetings of the City Council shall be open to the public as set forth in RCW 42.30. 4.5 The Mayor shall be the presiding officer at all meetings of the City Council except Council work sessions. The Council President shall preside at Council meetings in the Mayor's absence and shall be notified when the Mayor leaves the state. In the absence of both the Mayor and the Council President, the Council President Pro Tempore shall preside. 4.5.1 The Mayor shall have a vote only in the case of a tie in the votes of the Councilmembers with respect to matters other than the passage of any ordinance, grant, revocation of a franchise or license, or any resolution for the payment of money. 4.5.2 The Mayor or other presiding officer may require any person addressing the City Council to be sworn as a witness and to testify under oath. The presiding officer shall also require persons addressing the City Council to be sworn as a witness to testify under oath if directed to do so by a majority vote of the City Council. 4.6 The Council President shall preside at all Council work sessions. The Council President Pro Tempore shall preside in the absence of the Council President per Policy & Procedure 800-01. 5.0 DEFINITIONS: N/A 6.0 PROCEDURES: 6.1 Special meetings may be called by the Mayor or any four members of the City Council to discuss issues or business items, provided that written notice is delivered to each member of the Council and the City Clerk at least 24 hours before the time specified for the proposed meeting. 6.1.1 The City Clerk shall provide public notice per RCW 42.30.080 that specifies the time and place of the special meeting and the business to be transacted. AGENDA ITEM #4. b) MEETINGS OF THE CITY COUNCIL p. 3 6.1.2 No final disposition shall be taken on any other matter at such special meeting by the governing body. 6.1.2.1 Written notice may be dispensed with for any Councilmember who, at or prior to the time the meeting convenes, files a written waiver of such notice with the City Clerk. 6.1.2.2 Written notice may also be dispensed with for any member who is actually present at the meeting at the time it convenes. 6.1.2.3 Public notice required per RCW 42.30.080 may be dispensed with in the event that a special meeting is called to deal with an emergency involving injury or damage to persons or property or the likelihood of injury or damage. 6.2 The Council President and or majority of the members of the City Council may hold executive sessions per RCW 42.30.110 during a regular or special meeting or Council work session for the following reasons: 6.2.1 1(a)(i): To consider matter affecting national security. 6.2.2 1(a)(ii): To consider, if in compliance with any required security breach disclosure per RCW 19.255.010 and 42.56.590, and with the legal counsel available, information regarding the infrastructure and security of computer and telecommunications networks, security and service recovery plans, security risk assessments and security test results to the extent that they identify specific system vulnerabilities, and other information that if made public may increase the risk to the confidentiality, integrity, or availability of agency security or to information technology infrastructure or assets. 6.2.3 1(b): To consider the selection of a site or the acquisition of real estate by lease or purchase when public knowledge regarding such consideration would cause a likelihood of an increased price. 6.2.4 1(c): To consider the minimum price at which real estate will be offered for sale or lease when public knowledge of such consideration would cause a likelihood of decreased price. However, final action selling or leasing public property shall be taken in a meeting open to the public. 6.2.5 1(d): To review negotiations on the performance of publicly bid contracts when public knowledge regarding such consideration would cause a likelihood of increased costs. AGENDA ITEM #4. b) MEETINGS OF THE CITY COUNCIL p. 4 6.2.6 1(e): To consider, in the case of an exporting trading company, financial and commercial information supplied by private persons to the export trading company. 6.2.7 1(f): To receive and evaluate complaints or charges brought against a public officer or employee. However, upon the request of such officer or employee, a public hearing or a meeting open to the public shall be conducted upon such complaint or charge. 6.2.8 1(g): To evaluate the qualifications of an applicant for public employment or to review the performance of a public employee. However, subject to RCW 42.30.140(4), discussion by a governing body of salaries, wages, and other conditions of employment to be generally applied within the agency shall occur in a meeting open to the public, and when a governing body elects to take final action hiring, setting the salary of an individual employee or class of employees, or discharging or disciplining an employee, that action shall be taken in a meeting open to the public. 6.2.9 1(h): To evaluate the qualifications of a candidate for appointment to elective office. However, any interview of such candidate and final action appointing a candidate to elective office shall be in a meeting open to the public. 6.2.10 1(i): To discuss with legal counsel representing the agency matters related to agency enforcement actions, or to discuss with legal counsel representing the agency litigation or potential litigation to which the agency, the governing body, or a member acting in an official capacity is, or is likely to become, a party, when public knowledge regarding the discussion is likely to result in an adverse legal or financial consequence to the agency. This subsection (1)(i) does not permit a governing body to hold an executive session solely because an attorney representing the agency is present. For purposes of this subsection (1)(i), "potential litigation" means matters protected by RPC 1.6 or RCW 5.60.060(2)(a) concerning: (i) Litigation that has been specifically threatened to which the agency, the governing body, or a member acting in an official capacity is, or is likely to become, a party; (ii) Litigation that the agency reasonably believes may be commenced by or against the agency, the governing body, or a member acting in an official capacity, or (iii) Litigation or legal risks of a proposed action or current practice that the agency has identified when public discussion of the litigation or legal risks is likely to result in an adverse legal or financial consequence to the agency. AGENDA ITEM #4. b) MEETINGS OF THE CITY COUNCIL p. 5 6.2.11 2: Before convening in executive session, the presiding officer of a governing body shall publicly announce the purpose for excluding the public from the meeting place, and the time when the executive session will be concluded. The executive session may be extended to a stated later time by announcement of the presiding officer. 6.2.12 No final action shall be taken at any executive session. 6.2.13 Disclosure of the content or substance of a discussion or action occurring at an executive session is not allowed unless authorized by the Mayor, the Chief Administrative Officer, or City administrators. 6.2.14 Attendance at executive sessions, to the extent permitted by law, shall be limited to the Mayor, the Chief Administrative Officer, appropriate legal counsel, the members of the City Council, and those the Council President, Mayor, or legal counsel invite to be present. In the event of disagreement over non-Councilmember attendees, the Council President's decision shall control unless the majority of Councilmembers vote in an open public meeting to include others. AGENDA ITEM #4. b) �r R 7 POLICY & PROCEDURE Subject: Index: LEGISLATIVE MEETINGS OF THE CITY COUNCH, Number: 800-02 12/1017r 84 1 81131h�l744 I 1 of 3 1 A PURPOSE: Resolution # on CA03ay 1 1 To establish the time and location of the various City Council meetings. 2.0 ORGANIZATIONS AFFECTED: City Councilmembers 3.0 REFERENCES: RCW 42.30 RCW 35A.12.100; -RCW 35A.12.110 RMC 1-5 Policy & Procedure 800-01 4.0 POLICY: 4.I Regular business meetings of the City Council shall be held the First four Mondays of each month commencing at 7:00 pm in the Council Chambers of City [-Tall; or at another location determined by the City Council, and properly noticed by the City Clerk's Office, The City Council will not meet when a regular meeting falls on a holiday acknowledged as such by official Council action; all pending business and agenda items will be carried forward to the next regularly scheduled meeting. 4.2 TheFe Shall be fegMIRF GOHASil Medli0g§ held ille fiVS! COLIF Mondays of each Monday. Committee of the Whole meetings (Council work sessions) may be held prior to weekly Council meetings. No final disposition shall be taken at any Council work session: rather, recommendations shall be offered for final action at a succeeding regular business meeting of the Council. Generally, public testimony is not allowed during Council work sessions. 4.3 At all meetings of the City Council, a majority of the Councilmembers shall constitute a quorum For the transaction of business, but a less number may adjourn From time to time and may compel the attendance of absent members as prescribed by ordinance [RMC 1.5). 4.4 Except as provided for in law, all regular and special meetings of the City Council shall be open to the public as set forth in RCW 42.30.4407 AGENDA ITEM #4. b) �l�lt�t.'L�I;litll��lill'C�1�i►L ?'-''•!� 4.5 The Mayor shall be the presiding officer at all meetings of the City Council except Council work sessions. The Council President shall preside at Council meetings in the Mfnayor's absence and shall be notified when the Mmayor leaves the state. In the absence of both the Mayor and the Council President, the Council President Pro Temoorc shall preside._ 4.5.1 The Mayor shall have a vote only in the case of a tie in the votes of the Ceouncilmembers with respect to matters other than the passage of any ordinance, grant, revocation of a franchise or license, or any resolution for the payment of any money. 4.5.2 The Mayor or other presiding officer may require any person addressing the City Council to be sworn as a witness and to testify under oath_: Tehe presiding officer shall also require; persons addressing the City Council to be swom as a witness to testify under oath if directed to do so by a majority vote of the City Council. 4.6 5.0 DEFINITIONS: ILIA &0 6.1 Special meetings may be called by the Mayor or any four members of the City Council to discuss issues or business items, provided that written notice is delivered to each member of the Council and the City Clerk at least 24 hours before the time specified for the proposed meeting. 6.1.1 The City Clerk shall provide_ public notice per RCW 42.30.080 that &#taR specify the time and place of the special meeting and the business to be transacted. !he eky cledi shall give notice of such special Mee!' r rther,,.-eyided for in Draw 4122. 30.60SW_ 6.1.3 No final disposition shall be taken on any other matter at such special meeting by the governing body. 6.1.3.1 Written notice may be dispensed with for any Councilmember who, at or prior to the time the meeting convenes, files a written waiver of such notice with the Ceity Celerk. 6.1.3.2 Written notice may also be dispensed with for any member who is actually present at the meeting at the time it convenes. 6.1.3.3 Public nNotice required per RCW 42.30.080 may be dispensed with in the event that a special meeting is called to deal with an AGENDA ITEM #4. b) MEETINGS OF THE CITY CQULICFLX9-UN Page 3 emergency involving injury or damage to persons or property or the likelihood of such injury or damage 6.2 The Council President or majority of the members of the City Council may hold executive sessions per RCW 42.30.1 i0 during a regular or special meeting or Council work session for the following reasons: I(a".': - To consider matters affecting national security: I(a)(iD To consider. if in compliance with anv required security breach disq m fbJ-. To consider the selection of a site or the acquisition of real estate by lease or purchase when public knowledge regarding such consideration weould cause eive and evaluate complaints or charges brought against a public or employee by another public officer or employee. However, u n - - J Farntatted: Tab stops: Not at 1.06" AGENDA ITEM #4. b) MEETINGS OF THE CITY COUNCIL8AB40- Page 4 6.2.1 No finaloffieiai action shall be taken at any executive session_-,4w &werr, 6.2.2 Disclosure of the content or substance of a discussion or action occuninr� at an executive session is not allowed unless authorized by the Mayor, Chief Administrative Officer, or Ci ty_ Ad m i n i st rators. rl.. me-m.-h-er AS the City Council. employee of .he—:*.. — during an subsiafwe whichh eelE plo..e do 6.2.3 Attendance at efixecutive sessions, to the extent permitted by law, shall be limited to the Mayor, the Chief Administrative Officer, gPP priate legal counsel, awl, -the members of the City Council, and those the Council President Mayor, or legal counsel invite to be present. In the event of disa ecment over non- ouncilmember attendees the Council President's decision shall control unless the majority of Councilmembers vote in an open public meeting to include others. unless the pre AGENDA ITEM #4. b) AVftk 'R TUOF POLICY & PROCEDURE Subject: Index: LEGISLATIVE AGENDA ORDER OF BUSINESS & Number: 800-03 APPROVAL OF COUNCIL MEETING MINUTES Effective Date: Supersedes: Page: Staff Contact: Approved By: 12/10/2018 4/1/2016 1 of 2 CAO Resolution # on 1.0 PURPOSE: To establish the order of business for Council meeting agendas, and to establish guidelines pertaining to the approval of Council meeting minutes. 2.0 ORGANIZATIONS AFFECTED: City Councilmembers 3.0 REFERENCES: RCW 35A.12.120 RCW 35A.39.010 4.0 POLICY: 4.1 The Council shall establish an order of business to facilitate the organization of Council meetings and expedite proceedings. 4.2 The City Clerk Division shall have exclusive responsibility for the preparation of the agenda and recording of the minutes, and shall be authorized to use audio and/or video recordings at any regular or special meeting of the Council to assist in the preparation of such minutes. 5.0 DEFINITIONS: 5.1 Consent Agenda: For the purpose of this policy, the consent agenda shall consist of a number of items/issues that shall be proposed for adoption in a single motion. AGENDA ITEM #4. b) AGENDA ORDER OF BUSINESS & APPROVAL OF COUNCIL MEETING MINUTES p. 2 6.0 PROCEDURES: 6.1 At each regular Council meeting, the business of the City Council shall be taken up for consideration and disposition in the following order, which shall not be changed except by majority vote of the Council: 1. Call to Order and Pledge of Allegiance 2. Roll Call 3. Proclamations 4. Special Presentations and Reports 5. Public Meetings/Hearings 6. Appeals 7. Administrative Report 8. Audience Comment (limited to five minutes per speaker) 9. Consent Agenda 10. Unfinished Business (including Committee reports) 11. Legislation 12. New Business (including upcoming Committee meeting announcements) 13. Executive Session (if any) 14. Adjournment 6.2 Approval of Council meeting minutes: 6.3.1 The previous week's Council meeting minutes should be placed on the following Council meeting consent agenda for approval. 6.3.2 The Council meeting minutes shall not be read aloud unless requested by a majority vote of the Council. 6.3.3 Any corrections to the minutes, with the exception of scrivener's errors, shall be made by a majority vote of the Council. AGENDA ITEM #4. b) lA PURPOSE: To establish the order of business for QW Counci4 meeting agendas, order of business and to establish guidelines pertaining to the approval of Council meeting minutes. 2.0 ORGANIZATIONS AFFECTED: City Council members 3.0 REFERENCES! RCW 35A.12.120 and RCW 3cn 39 910 RCW 3SA. 39.010 4.0 POLICY: 4-1 The Council shall establish an order of business to facilitate the organization of Council meetings and expedite proceedings. 4.2 The City Clerk Division shall have exclusive responsibility for the preparation of the agenda and recording of the minutes, and shall be authorized to use audio and/or video recordings at any regular or special meeting of the Council to assist in the preparation of such minutes- 5.0 DEFINITIONS-. Consent Agenda: For the purpose of this policy_, tThe consent agenda shall consist of a_ Wmatted. Fan[: sold number of items/issues that shall be proposed for adoption in a single motion. AGENDA ITEM #4. b) 800.03 ORDER OF BI151NESS, PREPARATION AND APPROVAL OF MINUTES p. 2 6.0 PROCEDURES: 6.1 At each regular Council meeting, the business of the Council shall be taken up- formatted: Outline numbered + Level: 2 + Numbering Style: for consideration and disposition in the followingorder, which shall not be 1, 2, 3, ... + Start at: I +Alignment: Left + A]igned at: 0.5" + p � Tab after: 1" + Indent a[: 1", Tab stops: 1", Left changed, except by majority vote of the C-4 Council;, 1. Call to Order and Pledge of A]Iegiance 2, Roll Call I Proclamations 4. Special Presentations and Reports 5, Public Meetings/Hearings 6. Appeals 7. Administrative Report 8. Audience Comment (limited to five minutes per speaker) 9. Consent Agenda 10, Unfinished Business (including Committee reports) 11. Legislation 12. New Business (includingesL upcoming Committee meeting announcements aR61 " Ad@AC-e) 13. Executive Session (if any) 14. Adjournment 6.2 Approval of Council meeting minutes: • Formatted: Numbered + Level: 1 + Numbering Style: 1, 2, 3, ... + Start at: 1 + Alignment: Left + Aligned at! 1,63" + Indent at: 1 AB" - - Formatted: indent: Left: 1.88", No bullets or numbering - - Formatted: No bullets or numbering Formatted: Outline numbered + Level: 2 + Numbering Style: 1, 2, 3, ... + Start at: I + Alignment: Left + Aligned at: 0.5" + Tab after; 1" + Indent at: t", Tab Stops: Not at 1.S" formatted: Indent: Left: 1", No bullets or numbering, Tab stops: Not at 0.5" + 1' + 1.5" AGENDA ITEM #4. b) 900.03 ORDER OF BUSINE55, PREPARATION AND APPROVAL OF MINUTES p. 3 6.2.1 The previous week's Council meeting minutes should be placed on the— - - foiiowl ng Council meeting,consent agenda for aonrova1. 6.2.2 The Council meefinp, minutes shall not be read aloud unless requested b a maiority vote of the Council. 44.-5,2 3 An)t corrections _to the minutes, with the excegtlon of scrivener's. errors, shall be made by a maiority vote of the Council. Formatted: Outlne numbered + Level: 3 + Numheri g We: 1, 2, 3, . + Start at: 1 + Alignment: Left + Aligned at: 1" + Tab after: 1.5" + Indent at: i.5", Tab stops: Not at 1' Formatted: Indent: Lit: 1.5', No bullets or numbering, Tab stops: Not at 0.5" + 1" + 1.5" formatted: Outline numbered + Level: 3 + Numbering Style: 1, 2, 3, ... + Start at: 1 + Alignment: Left + Aligned at: I" + Tab after: 1.5" + Indent at: 1.5", Tab stops: Not at 1" Formatted: List Paragraph, Left, No bullets or numbering, Tab stops: Not at 0.5" + 2" Formatted: Outline numbered + Level: 3 + Numbering Style: 1, 2, 3, .-- + Start at: 1 + Alignment: Left + Aligned at: 1' + Tab after: LV + lndent at: 1.S", Tab stops: Not at V AGENDA ITEM #4. b) AML OR) Nklor POLICY & PROCEDURE Subject: Index: LEGISLATIVE COUNCIL CORRESPONDENCE Number: 800-04 Effective Date: Supersedes: Page: Staff Contact: Approved By: 12/10/2018 11/16/2015 1 of 3 CAO Resolution # on 1.0 PURPOSE: To establish guidelines and procedures for correspondence addressed to the City Council. 2.0 ORGANIZATIONS AFFECTED: City Councilmembers 3.0 REFERENCES: Policy & Procedure 800-11 4.0 POLICY: 4.1 The Council Liaison or designee is authorized to open and examine all mail, postal and electronic, addressed to the City Council as a body or to an individual Councilmember. 4.2 Any Councilmember may address correspondence under New Business on the Council meeting agenda. 4.3 The City Clerk shall be provided a copy of all correspondence brought before the Council during a Council meeting. 4.4 Correspondence need not be read aloud in its entirety at a Council meeting unless requested by the presiding officer or a majority vote of the Council. 4.5 All correspondence initially handled by the Council Liaison that has retention value according to the rules of the State Archivist will be forwarded to the City Clerk Division. AGENDA ITEM #4. b) COUNCIL CORRESPONDENCE p. 2 5.0 DEFINITIONS: 5.1 Correspondence: For the purpose of this policy, correspondence (also referred to as "mail") includes any letter, note, facsimile transmission, email message, or any other written or electronic transmission of information or data and any attachments. 6.0 PROCEDURES: 6.1 Mail shall be opened, date -stamped, and logged as required by law. Mail addressed to an individual Councilmember shall be opened and date -stamped by the Council Liaison unless it is identified as personal or confidential, in which case it shall be distributed to the Councilmember unopened. If the correspondence is not personal or confidential or if it relates to City business, the Councilmember will transmit a copy to the Council Liaison. If the Councilmember desires action regarding individually received email, such as having it referred to the Administration or a Council committee, the Councilmember will directly address the correspondence under New Business at an upcoming Council meeting. 6.2 Correspondence shall be logged into four categories: 6.2.1 Information correspondence that requires no action: Correspondence may be forwarded to all Councilmembers. Councilmembers may opt to respond personally to the correspondent. Councilmembers should be careful not to respond in a way that implies he or she is speaking on behalf of the City or the City Council as a legislative body. 6.2.2 Correspondence that requires administrative review and/or action by Mayor or City Department: Action: Correspondence shall be acknowledged and forwarded to the Mayor and/or appropriate administrator for review. Copies of the correspondence shall be forwarded to all Councilmembers. Staff responses shall be approved by the Mayor prior to distribution. Copies of the responses shall be forwarded to all Councilmembers and the City Clerk. 6.2.3 Correspondence that requires a policy decision or approval by City Council: Action: Correspondence shall be brought up by a Councilmember under New Business on the agenda for approval, denial or referral to Council committee of the Administration. If referred, the City Clerk shall notify AGENDA ITEM #4. b) COUNCIL CORRESPONDENCE p. 3 the department administrator for investigation and response, or request the administrator schedule the item on a Council committee agenda. 6.2.4 Correspondence related to Public Hearings/Meetings or other items on the Council meeting agenda: Action: The presiding officer may inquire of the City Clerk if any correspondence on the subject of the Public Hearing/Meeting had been received. Acknowledgment of correspondence shall be optional. 6.3 Under Item 6.2.3, if the matter is referred to Council committee, the Council Liaison shall notify the correspondent of the committee meeting date and time. Following final action by Council, the City Clerk shall notify the correspondent of the final Council action. 6.4 The City Clerk shall regularly follow up on outstanding referrals to the Administration. 6.5 Any Council request or referrals to the Administration occurring at Council meetings shall be referred to staff by the City Clerk or Chief Administrative Officer. 6.6 If a public disclosure request is received for Council correspondence, the Councilmembers shall be immediately notified and provided a copy of the request. AGENDA ITEM #4. b) n ity of '-.- �� y` POLICY & PROCEDURE Subject: Index: LEGISLATWE COUNCIL CORRESPONDENCE AND Number: 800-04 A E-4 Effective date: Supersedes: Page: Staff Contact: Approved By: 121'1012018i� 11/16/2015 1 of 3 CA^ mo o:i Resolution q on 1 844_ 1 J 1.0 PURPOSE: To establish guidelines and procedures For correspondence addressed to the City Council . 2.0 ORGANIZATIONS AFFECTED: City Councilmembers 3.0 REFERENCES: Policy & Procedure #800-11, Council E^ aP 4.0 POLICY: 4.1 The Council Liaison or h',,qlReF esignee is authorized to open and examine all mail, postal and electronic, addressed to the Ronton City Council -as a body or to an individual Councilmember. 'r - - R-4 « addressed or alled to the peFSOR 4.2 Any Councilmember may address correspondence under New Business on the Council meeting agenda. 4.3 The City Clerk shall be provided w l:k a copy of all correspondence brought before the Council during a Council meeting. 4.4 Correspondence need►aeed not be read aloud add in its entirety at a Council meeting unless requested by the presiding officer or a majority vote of the Council. AGENDA ITEM #4. b) Council Correspondence and Agenda p. 2 4.5 All correspondence initially handled by the Council Liaison that has retention value according to the rules of the State Archivist will be forwarded to the City Clerk Division s ,r... 5.0 DEFINITIONS: Correspondence: `11-1-aAdenCe For the purpose of this policy, corres ondence (also referred to as "mail"); includes —Aany letter, note, facsimile transmission, email message, or any other written or electronic transmission of information or data, and any attachments. 6.0 PROCEDURES: 6.1 Mail shall be ❑pened, date -stamped, and logged as required by law. Mail addressed to an individual Councilmember shall be opened and date -stamped by the Council Liaison unless it is identified as personal or confidential, in which case it shall be distributed to the Councilmember unopened. If the correspondence is not personal or confidential or if it relates to City business, the Councilmember will transmit a copy to the Council liaison. If the Councilmember desires action regarding individually received mail, such as having it referred to the Administration or a Council committee, the Councilmember will directly address the correspondence under New Business 9A44e- da at an upcoming Council meeting. 6.2 Correspondence shall be logged and sorted into four categories: 6.2.1 Informational correspondence that requires no action: Correspondence may be forwarded to all Councilmembers. Counciimembers may opt to respond personally to the correspondent. Counciimembers should be careful not to respond in a way that implies he or she is speaking on behalf of the City ❑r the City Council as a legislative body. 6.2.2 Correspondence that requires administrative review and/or action by Mayor or City Department: Action: Correspondence shall be acknowledged and forwarded t❑ the Mayor and/or appropriate department administrator for review. Copies of the correspondence shall be forwarded to all Counciimembers. 51aff responses shall be approved by the Mayor prior to distribution. Copies of the responses shall be forwarded to all Councilmembers and the City Clerk. AGENDA ITEM #4. b) Council Correspondence and Agenda p. 3 6.2.3 Correspondence that requires a policy decision or approval by City Council: Action: Correspondence shall be brought up by a Councilmember under New Business on the agenda for approval, denial, or referral to Council committee or the Administration. If referred, the City Clerk shall notify the department administrator for investigation and response, or request the administrator schedule the item on a Council committee agenda. 6.2.4 Correspondence relating to Public Hearings/Meetings or other items on the Council meetingagenda: Action: The Presiding Officer may inquire of the City Clerk if any correspondence on the subject of the Public Hearing/Meeting had been received. Acknowledgment of correspondence shall be optional. 6.3 Under item 6.2.3, if the matter is referred to Council committee, the Council Liaison will notify the correspondent of the committee meeting date and time. Following final action by Council, the City Clerk will natifyma4the correspondent Rut eof the final Council action. 6.4 The City Clerk shall regularly follow up on outstanding referrals to the Administration. 6.5 Any Council request or referrals to the Administration occurring at Council meetings shall be referred to staff by the City Clerk or Chief Administrative Officer. 6.6 If a public disclosure request is received for Council correspondence, the Councilmembers shall be immediately notified and provided a copy of the request. 7,0 AGENDA ITEM #4. b) Council Correspondence and Agenda p- 4 - - I Formatted: Normal, lustined, Indent: Left: 1.5', Tab stops: the Gity GIP4 OW, 1", Ldt + 2", Left PFSPaFe the agenda-. � - - FormMed: Outline numbered + Level: 2 + Numbering Style: 7-3 The agenda shall t�e�vaila�4e tv- the -rt�e t 5 the CRY COMM" ^a •s,� ^.,a.i:^ 1, 2, 3, --- + Start at: 1 + Al6gnmern: Left + Aligned at: 0.S' + RY COM `" and the pUM Tab after: V + Indent at: 1", Tab stops: 1", Left t - - Formatted: Normal, ]ustf W, Outline numbered + Level: 2 + a 3,�6.7 eA ease s ert�i se.:... ar. agenda will w Fnar available at r---. ,w_ Numbering Style: 1, 2, 3, --- + Start at: 1 +Alignment: Let+ IUigned at: 0.5" + Tab after: 1" + Indent at: 1", Tab stops: 0.5", Left + 1", Left + 1.5", Left + 2", Let ` Formatted: Tab stops: 1", Left + 1.5% Left AGENDA ITEM #4. b) POLICY & PROCEDURE Subject: Index: LEGISLATIVE COMMITTEES OF THE COUNCIL Number: 800-05 Effective Date: Supersedes: Page: Staff Contact: Approved By: 12/10/2018 1 11/16/2015 1 of 6 CAO Resolution # on 1.0 PURPOSE: To establish guidelines and procedures for the appointment of members and conduct of Council committees, and appointments of members to Intergovernmental Boards and Commissions or Ad Hoc Committees. 2.0 ORGANIZATIONS AFFECTED: City Councilmembers 3.0 REFERENCES: RCW 42.30 Policy & Procedure 800-09 4.0 POLICY: 4.1 Standing Council Committees: Meetings are held at least monthly to discuss financial, public safety, transportation/aviation, community services, planning and development, utilities, and general governmental issues. Meeting times and dates are determined by Committee members' meeting schedules, posted on the City's website, and distributed to Council and City staff following every regular Council meeting. Three Councilmembers serve on each committee to discuss emerging issues, review City programs and policies, and provide recommendations to the full Council. Committee issues can be forwarded to regular Council meetings for action, or formally referred to another standing committee or the Committee of the Whole for further review. 4.2 Special Committees: The Council may create special committees by motion to accomplish specific tasks of limited duration. AGENDA ITEM #4. b) COMMITTEES OF THE COUNCIL p. 2 4.3 Authority of Standing Committees: Standing Council committees shall be concerned primarily with policy matters and responsibilities vested in the legislative body of the City. They shall review policy matters within their general areas of purview as determined by Council and shall formulate recommendations to the full Council for action. Activities conducted by the committees shall not substitute for Council action, but shall be designed to facilitate Council business. 4.4 Committee Meetings: All committees shall coordinate their activities with the Council as a whole. The schedule of committee meetings shall be posted at City Hall and provided to Council and staff through regular distributions. All Committee meetings shall be open to the public. Councilmembers wishing to attend a meeting of a committee of which they are not a member shall provide the Council Liaison and/or the City Clerk sufficient advance notice to allow compliance with the State's Open Public Meetings Act. 4.5 Staff Assistance to Committees: The Chief Administrative Officer shall provide for staff assistance to a committee, as the committee Chair shall request. See Policy & Procedure 800-09. 4.6 Standing Committee Reports: Committee reports must be in writing, and once signed by a majority of Committee members present, must be presented for Council action at the next available Council meeting. Items formally referred into any committee, with the exception of briefings or updates, shall not be considered closed until the related committee report has been voted on by the full Council. 4.7 Standing Committees: Community Services Committee: This committee shall be responsible for policy and development review concerning parks, recreation, trails, forestry, open spaces, golf course, aquatic center, City facilities, property acquisition, concessionaire agreements, and other matters it deems appropriate. Finance Committee: This committee shall be responsible for policy development and review concerning the financial matters of the City. The committee shall also consider and make recommendations regarding budget, fees and charges, and other matters it deems appropriate. Planning and Development Committee: This committee shall be responsible for policy development and review of land use matters, comprehensive plan and related docket items, economic development AGENDA ITEM #4. b) COMMITTEES OF THE COUNCIL p. 3 matters, current and long range planning, permitting, code compliance, and other matters it deems appropriate. Public Safety Committee: This committee shall be responsible for policy development and review concerning public safety matters such as police, fire, criminal justice, dispatch and communications systems, disaster and emergency services, water and boating safety, and other matters it deems appropriate. Transportation (Aviation) Committee: This committee shall be responsible for policy development and review of transportation planning and programming, transportation design and construction, the Renton Municipal Airport, bicycle routes, traffic safety plans, public transit, and other matters it deems appropriate. Utilities Committee: This committee shall be responsible for policy and development review concerning utility systems, water systems, wastewater systems, surface water systems, utility rates and taxes, and other matters it deems appropriate. 4.8 Appointment of Committee Members: A Committee on Committees shall convene annually, generally in the month of November, to develop a recommendation for Standing Committees membership. The Committee on Committees membership shall be established pursuant to Policy & Procedure 800-01. 4.8.1 The Committee on Committees shall recommend to the full Council the organization and membership of Standing Committees and Special Committees, including the discontinuance of any standing or special committee and the reassignment of its duties and functions to another committee or committees. 4.8.2 The Committee on Committees shall also recommend to the full Council the Chair, Vice -Chair, and Member to serve on each Standing Committee. 4.8.3 When determining the various committee assignments the Committee on Committee should at no time act to effectively exclude one or more Councilmembers from serving as a full and equal representative on the Council. 4.9 The City Council shall establish Standing Committees consisting of three (3) members each, including the Chair and Vice -Chair. Members of Standing Committees shall be recommended by the Committee on Committees with the approval of the majority of City Council. AGENDA ITEM #4. b) COMMITTEES OF THE COUNCIL p. 4 4.9.1 The Chair of each Standing Committee shall act as spokesperson for the committee and will present reports to the Council. 4.9.2 It shall be the duty of each Standing Committee to fairly examine all subject matters that have been formally referred by the City Council. 4.9.3 Committee activities, investigations, and recommendations shall be reported to the full Council at a regularly scheduled meeting. All recommendations shall be read from a written committee report signed by at least two members of the committee. Such reports shall be preserved in the records of the City Clerk Division. 4.9.4 Whenever any member of a committee cannot agree with the committee report, such member may file a written minority report. The minority report shall be read at the same time the majority report is reported to Council. No vote may be taken until both reports have been read. All minority reports shall also be preserved in the records of the City Clerk Division. 4.10 The members of the City Council shall establish, through mutual agreement, the seating arrangement and office assignments for the City Council. Should a conflict related to those issues arise, the Committee on Committees shall convene to study the question and provide a recommendation for Council consideration and action. 4.11 The Committee of the Whole may convene from time to time for the purpose of Council work sessions or retreats. 4.11.1 The Council President shall serve as Chair. 4.11.2 In the absence of the Council President, the Council President Pro Tempore shall preside. 4.11.3 No final disposition shall be taken at any Council work session; however, nothing shall prevent the Council from achieving informal consensus on any matter under discussion. Recommendations shall be offered for final action at a succeeding regular meeting of the Council. 4.12 Public testimony in committee meetings is not allowed, unless authorized by a vote of a majority of Councilmembers, the committee meeting is noticed in accordance with the Open Public Meetings Act, and minutes documenting the testimony are taken and subsequently approved by the full Council at a regular Council meeting. AGENDA ITEM #4. b) COMMITTEES OF THE COUNCIL P. 5 4.13 Intergovernmental Boards and Commissions and Ad Hoc Committees: 4.13.1 Councilmembers represent the City on regional and intergovernmental boards and commissions and ad hoc committees to facilitate communication relating to a variety of matters including planning, transportation, utilities, housing, the environment, and social services. Personal positions, when given, shall be identified and not represented as the position of the City. Reports on intergovernmental boards, commissions, or ad hoc committee activities shall be presented during Committee of the Whole meetings under the topic of Regional Issues. Councilmembers may invite regional committee and boards to work sessions to provide Council with updates on issues. A primary delegate and alternate if permitted may be appointed to intergovernmental boards, commissions, and ad hoc committees. Alternates are appointed to attend the meeting when the primary delegate is unable to attend to ensure the City is represented at the meeting. Assignment and direction of staff in relation to regional meetings are directed by the Chief Administrative Officer. Councilmembers are encouraged to notify the Council President of his or her preferred regional committees. A list of Councilmembers' preferred choices will be provided to the Council President at the first meeting in September. The Council President shall make a good faith effort to accommodate Councilmembers' preferred choices when making regional committee appointments. 5.0 DEFINITIONS: N/A 6.0 PROCEDURES: 6.1 The Committee on Committees shall submit to the Council recommendations for membership and Chairs for each committee; this shall occur no later than January 31 for the year in which the committees are to serve. 6.1.1 Should the committee recommendation fail to receive majority approval, the Committee on Committees shall reconvene to prepare alternative proposals until an acceptable organization is achieved. 6.1.2 Membership on the Committee on Committees shall be for a term of one year commencing with the election of the Council President-elect. AGENDA ITEM #4. b) COMMITTEES OF THE COUNCIL p. 6 6.2 Membership on all Standing Committees shall be for a term of one year, commencing no later than January 31 and concluding upon approval by the full Council of a successor committee. 6.2.1 Until such recommendation is accepted and Council organization is complete, the previously constituted committees shall continue to meet. Newly -elected Councilmembers shall serve on all committees previously assigned to their predecessor. 6.2.2 All Standing Committee meeting dates and times shall be set by the respective Chair. The Chair may cancel, reschedule or set special meetings as necessary to conduct the business of the committee, provided such meetings be coordinated with the Council Liaison and City Clerk, and notice be provided to the public in compliance with legal and policy requirements. 6.2.3 The Council President shall not serve as a regular member on any Standing Committee; however, he or she may serve as an ex-officio member of any Council committee and may sign a committee report if at least two regular committee members are unable to attend a meeting. 6.3 Membership of the Committee of the Whole shall be comprised of all duly elected Councilmembers. 6.3.1 Prior to each regular weekly Council meeting, the Council may hold work sessions. 6.3.1.1 Special Committee of the Whole meetings may be held at other times when approved by a majority of Council. Sufficient notice of a Special Committee of the Whole meeting shall be provided to the Council Liaison and/or City Clerk in order to comply with the Open Public Meetings Act. 6.3.2 Items for discussion shall be appropriately referred to the Committee of the Whole. 6.3.3 The Council President, in conjunction with the Chief Administrative Officer, will determine the items to be listed on the Committee of the Whole meeting agenda. AGENDA ITEM #4. b) POLICY & PROCEDURE Subject: index: LEGISLATIVE COMMITTEES OF THE COUNCIL Number: 800-05 Effective Date: Supersedes: Page: Staff Contact: Approved By: !� 10120198114 11 6 20158 1 of 64 CA049i* Resolution €t on 1.0 PURPOSE: To establish guidelines and procedures for the appointment of members and conduct of ^'^ ; �4 Council committees, and appointment of members to Intergovernmental Boards and Commissions or Ad Hoc Committees^a ^^^'^•^ ^^' ^x _�___ 2.0 ORGANIZATIONS AFFECTED: City Councilmembers 3.0 REFERENCES: RCW 42.30 Policy & Procedure 800-09 - - Fmmtted: Indent: Left: 0' 4.0 POLICY: 4.1 Standinit CounalCommittees: Meetings are held at least monthly to discuss financial, public safety, transportation/aviation,_community services, planning and development, utilities and general governmenjal issues. Meeting times and dates are determined by Committee members' meeting, schedules, posted on the Ci 's website and distributed to Council and staff following every regular Council meeting. Three Councilmembers serve on each committee to discuss emerging issues review City programs and ollcies• and provide recommendations to the full Council. Committee issues can be forwarded to regular Council meetings for action or formally referred to another standing committee or the Committee of the Whole far further review. • Formatted: Indent: Left: 1", No bullets or numbering, Tab 4.2 5 ecial Committees: The Council may create s ecial committees h motion to stops: Not at 0.5^ accomplish specific tasks of limited duration. •- - - 1 Formatted: List Paragraph, Lett, No bullets or number ng, lab stops: Not at 0.5" + 1.5" + 2" AGENDA ITEM #4. b) Committees of the Council P. 2 4_3_ Authority of Standing Committees: Standing Council committees shalt be concerned primarily with policy matters and res onsibilities vested In the legislative body of the City, They shall review policy matters within their general areas of purview as determined by the Council and shall formulate recommendations to the full Council for action. Activities conducted by the committees shall not substitute for Council action, but shall be designed to facilitate Council business. 4.4 Committee Meetings: All committees shall coordinate their activities with the Council as a whole. The schedule of committee meetings shall be posted at City Hall and provided to Council and staff through regular distributions. All Committee meetings shall be open to the public. Councilmembers wishing to attend a meeting of a committee of which they are not a member shall provide the Council Liaison and/or City Clerk sufficient advance notice to allow compliance with the state's Open Public Meetings Act. 4.5 Staff Assistance to Committees: The Chief Administrative Officer shall provide for such staff assistance to a committee as the committee chair shall request. See Pal ic & Procedure 800-09. 4.6 Standing Committee Reports: Committee Reports must be in writing. and once signed by majority of Committee members present, must be presented for Council action at the next available regular Council meeting. Items formal) referred into any committee with the exception of briefings or u dates shall not be considered closed until the related committee report has been voted on by the full Council. 4.7 St a nd i ng Council Committees: Community Services Committee: This committee shall be responsible for policy develo ment and review concerning arks recreation, trails, forestry, open spaces, golf course, aquatic center, property acquisition, concessionaire agreements, and other matters it deems_ appropriate Finance Committee: This committee shall be responsible for policy development and review concerning the financial matters of the tit . The committee shall also consider and make recommendations regarding budget, fees and charges, and other matters it deems appropriate. - Formatted: indent: Left: V, No bullets or numbering, Tab stWs: Not at 0.5" Formatted: Indent: Left: 1", No bullets or numbering, Tab stops: Not at 0.5" - - Formatted: List Paragraph, Left, No bullets Or numbering, Tab stops: Not at IDS' + 1.5" + 2" Formatted: List Paragraph, Leg, No bullets or numbering, Tab stops: Not at 0.5' + 1.5" + 2" - - Formatted: List Paragraph, Left, No bullets or numbering, Tab stops: Not at 0.5" + 1.5" + 2" Planning & Development Committee: This committee shall be — - Formatted. Indent: Left: 1.5•, Pirstline: o.s" responsible for policy development and review of land use matters, com rehensive plan and related docket items economic development AGENDA ITEM #4. b) Committees of the Council p. 3 matters current and long range planning, permitting,code compliance and other matters it deems appropriate. Public Safety Committee: This committee shall be responsible for p-olicy development and review concerning public safety matters such as police, fire, criminal •ustice dis atch and communications stems disaster and emergency services water safety, and other matters it deems appropriate. Formatted: List Paragraph, Left, Indent: Left: 1.51, NO bullets or numbering, Tah stops: Not at OS" + 1.5" + 2' Transportation Aviation Committee: This committee shall be - - Formatted: Indent: Left: 1.5', Pkst line: 0.5" responsible for policy development and review of transportation planning and Programming, transportation design and construction the Renton Municipal Airport, bicycle routes, traffic safety plans, public transit and other matters it deems a opropriate. Utilities Committee: This committee shall be responsible for policy development and review concerning utility systems, water sy stems wastewaters stems surface waters stems uti lity rates and taxes, and other matters it deems appropriate. 444.8 A2POintment of Committee Members: A fi4e-Committee ❑rt Committees shall converse annually, generally in the month of November. to develop a recommendation for Standing Committee membership. The Committee on Committees membership shall be established pursuant to Policy & Procedure 800-01. PFesident pFe-tem—e!eet and the immodiat:e Past Council PFesidaRt If the ,mmedjate Pest co ail o. .ideRt 15 n.•..longer n Fnembe-F of the r.,1, I.1 then the _shell be a !'„wnr-ilme.. bp-F eler-ted by the ineemiRg r_..R_:I +-rc,rac.rr. 4414.8.1 The Committee on Committees shall recommend to the full Council the organization and membership of Standing Committees and Special Committees, including the discontinuance of any standing or special committee and the reassignment of its duties and functions to another committee or committees. 4-144.8.2 The Committee on Committees shall also recommend to the full Council the Chair, Vice -Chair, and Member to serve an each Standing Committee of the Council. 4-434.8.3 When determining the various committee assignments the Committee on Committees should at no time act to effectively exclude one or more Councilmembers from serving as a full and equal representative on the Council. - - Formatted: List Paragraph, Lett, Indent: Left: 1S', No bullets Or numbering, Tab stops: Not at DX + 1.5' + 2' AGENDA ITEM #4. b) Committees of the Council p. 4 41- 4 9 The City Council shall establish Standing Committees consisting of three (3) members each, including the Chair and Vice -Chair. : Ewa F:AeFnber5 shall Members of Standing Committees shall be recommended by the Committee an Committees with the approval of the majority of City Council,; as provided m^ SeEtion 4.1. 4-;� 34.9.1 The Chair shall act as spokesperson for the committee and will present aN-reports to the Council. 4-;t �—it shall be the duty of each Standing Committee to fairly examine all subject matters that have been formally referred by the City Council_ .r_r.Jzrr�eri�. WX 4-; 44.9.2 Committee activities, investigations and recommendations shall be reported to the full Council at a regularly scheduled meeting. All recommendations shall be read from a written committee report aewmeR signed by at least two members of the w a e committee. Such reports shall be preserved in the records of the City Clerk Division. 444-44.9.2.1 Whenever any member of a committee cannot agree with the decision Ganelusies 9F wrmtteR Fepart of the majority of that committee, such member may file a written minority report watts The minority report shall be read at the same time the majority report of the committee is reported to the Council. No vote may be taken until botha4 reports have been read. All minority reports shall also be preserved in the records of the City Clerk Division. - - Formatted. Normal, Justified, Indent: Left: IS', Tab stops: 2", Left • Formatted. Indent: Left: 1.5", Tab stops: Not at 1.5" - - Formatted: indent: t.eft: 1.5" AGENDA ITEM #4. b) Committees of the Council P. 5 4.10 The members of the City Council shall establish, through mutual agreement, the- - Formatted; Tab stops: 1.5^, Left seating arrangement and office assignments for the City Council. Should a conflict related to those issues arise the Committee on Committees shall convene to study the ouestion_and provide a recommendation for Council consideration and action. T 444.11 The Committee of the Whole may convene from time to time for the purpose of Council work sessions or retreats. 4-3-1-4.11.1 The Council President shall serve as Chair. 4,344.11.2 In the absence of the Council President, the Council President Pro Tempore shall preside. 43-3—No final disposition shall be taken at any Council work session; however, nothing shall prevent the Council from taking an informal vote on any matter under discussion. Recommendations shall be offered for final action at a succeeding regular meeting of the Council. 4.12 Public testimony in committee meetines is not allowed. unless authorized by a:_ vote of a mamority of Councilmembers the committee meeting is noticed in accordance with the Open Public Meetings Act and minutes documenting the testimony are taken and subsequently approved by the full Council at a regular Council meeting. 4-4 When deemed neGeSSaPt, the !'.... ell e_..":dent _half --- --J to ♦Le L.H Ce c-:l the e.!abli.L... ent of r�r.el temporary, eF ad hoc rammi#ees- 4.13 Intergovernmental Boards and Commissions and Ad Hoc Committees: Formatted: Ust Paragraph, Left, No bullets or numbering, Tab stops: Not at 0.5" + 1" + 1.5' + 2" Formatted •- - - Formatted: Indent: Left: 1", No bullets or numbering, Tab 4.13.1 Councilmembers represent the City on regional and intergovernmental— _ stops: Not at 0.5" boards and commissions and ad Hoc committees to facilitate Formatted: Tab stops: 1', Left + 1.5", Left communication relating to a variety of matters including planning, transportation, utilities housing, the environment, and social services. Formatted: Intent: teR: 1.5", No bullets or numbering, 7a6 stops: 1", Left + Not at 0.5" AGENDA ITEM #4. b) Committees of the CcunbI p. 6 Personal positions, when Riven, shall be identified and not represented as the position of the City. Reports on inter overnmental boards commissions or ad hoc committee activities shall be presented durin Committee of the Whole meetin s under the topic of Regional issues. Councilmembers nay invite regional committees and boards to work sessions to provide Council with updates an issues. A primary delegate and alternate if permitted will be appointed to interizoveinmental boards commissions and ad hoc committees. Alternates are appointed to attend the meetings when the primary delegate is unable to attend to ensure the City is represented at the meeting, Assignment and direction of staff in relatlon to regional meetings are directed by the Chief Administrative Officer. Councilmembers are encouraged to notify the Council President of his or her referred regional committee. A list of Councilmember's preferred choices will be provided to the Council President at the first meeting in September. The Council President shall make a good faith effort to accommodate Councilmembers' preferred choices when making regional committee appointments. 5.0 DEFINITIONS' N/A 6.0 PROCEDURES: 6.1 The Committee on Committee shall submit to the Council recommendations for membership and chairs for each committee; this shall occur no later than January 31 for the year in which the committees are to serve. 6.1.1 Should the committee recommendation fail to receive majority approval, the Committee on Committees shall reconvene to prepare alternative proposals until an acceptable organization is achieved. 6.1.2 Membership on the Committee on Committees shall be for a term of one year commencing with the election of the President-elect. 6.2 Membership on all Standing Committees shall be for a term of one year, commencing no later than January 31 and concluding upon approval by the full Council of a successor committee. 6.2.1 Until such recommendation is accepted and Council organization is complete, the previously constituted committees shall continue to meet. AGENDA ITEM #4. b) Committees of the 000naI p. 7 Newly -elected Councilmembers shall serve on all committees previously assigned to their predecessor. 6.2.2 Meetings of all Standing Committees will be called by the committee Chair at mutual agreement of members. 6.2.3 The Council President shall not serve as a regular member on any Standing Committee; however, he or she may serve as an ex-officio member of any Council committee and may sign a committee report if at least two regular committee members are unable to attend a 6.2.3.1.YYIA c•, L 1`too �v l r �M' F scheduled and !he Gawneil Pre5mdeRt jr, 6.3 Membership of the Committee of the Whole shall be comprised ofiAGIUde all duly elected Councilmembers. T 6.3.1 Prior to each regular weekly Council meeting, the Council may hold work sessions. 6.3.1.1 Special Committee of the Whole meetings may be held at other times when approved by the majority of Council. Sufficient notice of a Special Committee of the Whole shall be provided to the Council Liaison_. and/or City Clerk in order to comoly with the OpenPublicMeetings Act 6.3.2 Items for discussion shall be appropriately referred to the Committee of the Whole. 6.3.3 The Council President in con unction with the Chief Administrative Officer -will determine the items to be listed on the Committee of the Whole meeting agenda. AGENDA ITEM #4. b) R NUPF POLICY & PROCEDURE Subject: Index: LEGISLATIVE RULES OF DEBATE, DECORUM, VOTING Number: 800-06 REQUIREMENTS AND PROCEDURES Effective Date: I Supersedes: I Page: Staff Contact: Approved By: 12/10/2018 1 8/6/2007 1 1 of 6 1 CAO I Resolution # on 1.0 PURPOSE: To establish voting requirements and procedural guidelines to assist Council as it conducts business in official meetings. 2.0 ORGANIZATIONS AFFECTED: City Councilmembers 3.0 REFERENCES: Robert's Rules RCW 35A.12.100 RCW 35A.12.120 RCW 42.23 RCW 42.36 RMC 1-6 4.0 POLICY: 4.1 Rules adopted to expedite the transaction of the business of the Council are procedural only. Failure to strictly observe such rules shall not affect the jurisdiction of the Council or invalidate any action taken at a meeting that is otherwise held in conformance with the law. 4.2 In the normal course of business and notwithstanding the laws or regulations relating to conflict of interest (RMC 1-6), each Councilmember shall at all times be open-minded, objective, impartial, and make no judgement or engage in any partisan position until all of the evidence pertaining to an issue has been submitted to the Council at a regular public meeting. AGENDA ITEM #4. b) RULES OF DEBATE, DECORUM, VOTING REQUIREMENTS AND PROCEDURES p. 2 4.2.1 This language shall not be construed to limit Council committees in reviewing information and developing recommendations for subsequent Council consideration. 4.2.2 It shall be understood that a Councilmember or prospective Councilmember may, in the course of seeking elective office, be asked to state positions on general issues that may eventually come before the Council at a later date. This policy shall in no way impair that individual's right to consider the issue and vote as he/she determines is appropriate. 4.3 In order to avoid an attack on the validity of Council hearings, members of the hearing body shall avoid any private meetings, conferences, or discussions on the merits of the matter or issue before the body, including, but not limited to, specific zoning and related land use proposals, comprehensive planning, and like matters with proponents and opponents of said issues. 4.4 Every Councilmember, unless disqualified by reason of a conflict of interest or otherwise provided by law, shall cast his/her vote upon any matter put to vote by the legislative body. 4.5 Any Councilmember who abstains from voting without a valid reason shall be deemed to have voted with the majority on that particular issue. 4.5.1 A Councilmember who publicly announces that he/she is abstaining from voting or participating in debate on a particular matter for specified reasons shall not subsequently be allowed to withdraw that abstention. 4.6 Tie votes shall be lost motions and may be reconsidered unless the tie is broken by the Presiding Officer's vote, if permitted pursuant to RCW 35A.12.100/120. 4.7 A Councilmember may change his/her vote only if the request to do so immediately follows the last vote cast and is prior to the time that the result of the vote has been announced by the Presiding Officer or the City Clerk. 4.8 A motion to reconsider any action taken by the City Council may be made only on the day the action was taken or at the next regular meeting of the City Council. 4.8.1 A motion to reconsider may be made only by one of the Councilmembers who voted on the prevailing side. 4.8.2 Nothing in this policy shall be construed to prevent any Councilmember from making or remaking the same or any other motion at a subsequent meeting of the Council. AGENDA ITEM #4. b) RULES OF DEBATE, DECORUM, VOTING REQUIREMENTS AND PROCEDURES p. 3 4.9 Rules of Decorum: 4.9.1 Councilmembers: While the Council is in session, all members must preserve order, decency, and decorum, and no member shall delay or interrupt the proceedings of the Council or disturb any member while speaking, or refuse to obey the order of the Presiding Officer. 4.9.1.1 Discussion by members of the Council shall relate to the subject matter at hand and shall be relevant and pertinent to allow for the expeditious disposition and resolution of the business before the body. 4.9.2 Employees: Members of City staff shall observe the same rules of the order and decorum as applicable to the City Council. 4.9.3 Public Addressing Council: Any person making personal, impertinent, or slanderous remarks or who becomes boisterous or in any way impedes or interrupts the proceedings of the Council may be barred from further audience before the Council by the Presiding Officer. An individual may not return for the remainder of that meeting unless permission is granted by a majority vote of the Council. 4.9.3.1 A commissioned representative of the Police Department shall act as Sergeant at Arms for the purpose of maintaining order, peace, and decorum at Council meetings. 4.9.3.2 Any Councilmembers may move to require the Presiding Officer to enforce the rules, and the affirmative vote of a majority of Council shall require him/her to do so. 5.0 DEFINITIONS: N/A 6.0 PROCEDURES: 6.1 Rules of Debate: 6.1.1 Getting the Floor: Any Councilmember desiring to speak shall first address the Presiding Officer, gain recognition, and shall confine remarks to the question under debate. Members shall not engage in any indecorous, abusive, or inappropriate language and shall avoid personal attacks on any other members of the Council or City officials; or impugn the integrity, honesty, and motives of such officials. AGENDA ITEM #4. b) RULES OF DEBATE, DECORUM, VOTING REQUIREMENTS AND PROCEDURES p. 4 6.1.2 Interruptions: A Councilmembers, once recognized by the Presiding Officer, shall not be interrupted when speaking unless called to order by the Presiding Officer, or unless a point of order or personal privilege is raised by another Councilmember, or the speaker chooses to yield to a question by another member of the Council. If a Councilmember is called to order, he/she shall cease speaking immediately until the question of order is determined; and, if the determined to be in order, he/she shall proceed. 6.1.3 Limitation of Debate: No Councilmembers shall be allowed to speak more than once upon any particular subject matter until every other Councilmember desiring to do so has spoken. Each Councilmember shall limit his/her remarks on a particular subject matter to not more than ten (10) minutes. 6.1.4 Points of Order: The Presiding Officer shall determine all points of order, subject to the right of any Councilmember to appeal to the City Council. Upon an appeal, a majority vote shall conclusively determine a question of order. 6.1.5 Point of Personal Privilege: The right of a Councilmember to address the Council on a question of personal privilege shall be limited to cases in which his/her integrity, character, or motives are questioned, or where the welfare of the Council is concerned. Any Councilmember raising a point of privilege may interrupt another Councilmember who has the floor only if the Presiding Officer recognizes the privilege. 6.1.6 Privilege of Closing Debate: The Councilmember moving the adoption of an ordinance, resolution or motion shall have the privilege of closing debate. 6.1.7 Synopsis of Debate: Any Councilmember may request, through the Presiding Officer, the privilege of having an abstract of his/her statement on any subject under consideration entered into the minutes by a majority vote of the Council. 6.1.8 Protest Against Council Action: Any Councilmember shall have the right to have the reasons for his/her dissent from or protest against any action of the Council entered in the minutes. Any such protest or dissent must by in summary form to avoid unnecessary delay or interference with Council business. Councilmembers must inform the City Clerk when there is a desire to include such comments in the minutes. AGENDA ITEM #4. b) RULES OF DEBATE, DECORUM, VOTING REQUIREMENTS AND PROCEDURES p. 5 6.2 Addressing the City Council: 6.2.1 Manner of Addressing Council: Each person desiring to address the Council shall proceed to the speaker's podium upon recognition from the Presiding Officer. The speaker shall state for the record his or her name and city of residence. Unless further time is granted by a majority vote of the Council, speakers shall limit remarks to five (5) minutes. All remarks shall be pertinent to the subject at hand. All remarks must be addressed to the Council as a whole and not to any member individually. No questions shall be asked of a Councilmember or member of the City staff without permission from the Presiding Officer. If residents would like a response or to be contacted, they should provide their name and address, including email address, on a speaker card or the sign -in sheet and submit it to the City Clerk. This allows for follow-up when a resident desires it, but maintains confidentiality of private information. 6.2.2 Spokesperson for a Group: In order to avoid repetitious presentations and delay in the business of Council, whenever any groups or persons wishes to address the Council on the same subject matter, it shall be proper for the Presiding Officer to request a spokesperson be chosen by the group to represent their position. It is also appropriate for the Presiding Officer to limit the number of persons addressing the Council if additional matters are to be presented by any other member of such group. 6.2.3 After Motion: After a motion has been made or a public hearing has been closed, no member of the public shall address the Council from the audience on the matter under consideration without first securing permission from the Presiding Officer or a majority vote of the Council. 6.3 Voting Procedures: 6.3.1 Question to be Stated: After a motion has been properly offered and a second is acknowledged by the Presiding Officer, the Presiding Officer shall restate each question immediately prior to calling for the vote. Following the vote, the Presiding Officer shall announce whether the question carried or was defeated. In the case of a roll call vote, the City Clerk shall announce the results of the vote. The Presiding Officer, may at his or her discretion, publicly state the effect of the vote for the benefit of the audience before proceeding to the next item of business. AGENDA ITEM #4. b) RULES OF DEBATE, DECORUM, VOTING REQUIREMENTS AND PROCEDURES p. 6 6.3.2 Roll Call Vote: In the case of a roll call vote, the sequence of the vote shall progress according to the seating arrangement in a clockwise or counter -clockwise order, with the direction alternating each month. Voting shall always begin with the Council President. Should the Council President be serving as the Presiding Officer or be absent, the roll call vote shall begin with the Council President Pro Tempore. 6.3.3 Entry of Ayes and Nays on Record: At any time, at the request of any member of the Council, any question shall be voted upon by roll call and the ayes and nays shall be recorded in the minutes. AGENDA ITEM #4. b) POLICY & PROCEDURE Subject: Index: LEGISLATIVE RULES OF DEBATE, DECORUM, Number: 840-06 VOTING REQUEP.EMENTS AND PROCEDURES Effective Date I Supersedes I Page I Staff Contact Approved By 121101 5&W I 28/6/2007814 I 1 of 5 L0 PURPOSE: To establish voting requirements and procedural guidelines to assist Council as it conducts business in official meetings. 2.0 ORGANIZATIONS AFFECTED: City Councilmembers 3.0 REFERENCES: Robert's Rules -RCW 35A.12.100 D ASS-1 L.L. RCW 35A.12.120 —RCW 42.23; RCW 42.36 RMC 1-6 4.0 POLICY: 4.1 Rules adopted to expedite the transaction of the business of the Council are procedural only. Failure to strictly observe such rules shall not affect the jurisdiction of the Council or invalidate any action taken at a meeting that is otherwise held in conformance with the law. 4.2 In the normal course of business and notwithstanding the laws or regulations relating to conflict of interest (RMC 1-6), each Councilmember shall at all times be open-minded, objective, impartial, and make no judgment or engage in any partisan position until all of the evidence pertaining to an issue has been submitted to the Council at a regular public meeting. 4.2.1 This language shall not be construed to limit Council committees in reviewing information and developing recommendations for subsequent Council consideration. 4.2.2 It shall be understood that a Councilmember or prospective Councilmember may, in the course of seeking elective office, be asked to state positions on general issues that may eventually come before the Council at a later date. This policy shall; in no way: impair that AGENDA ITEM #4. b) SOQob Page 2 individual's right to consider the issue and vote as he/she determines is appropriate. AGENDA ITEM #4. b) NO-06 Page 3 4.3 In order to avoid an attack on the validity of Council hearings, members of the hearing body shall avoid any private meetings, conferences, or discussions on the merits of the matter or issue before the body, including, but not limited to, speci fie zoning and related land use proposals, comprehensive planning, and like matters with proponents an opponents of said issues. 4.4 Every Councilmember, unless disqualified by reason of a conflict of interest or otherwise provided by law, shall cast his/her vote upon any matter put to vote by the legislative body. 4.5 Any Councilmember who abstains from voting without a valid reason shall be deemed to have voted with the majority on that particular issue. 4.5.1 A Councilmember who publicly announces that he/she is abstaining from voting or participating in debate on a particular matter for specified reasons shall not subsequently be allowed to withdraw that abstention. 4.6 Tie votes shall be lost motions and may be reconsidered unless the tie is broken by the Presiding Officer's vote, if permitted pursuant to RCW 35A.12.100/120. 4.7 A Councilmember may change his/her vote only if the request to do so immediately follows the last vote cast and is prior to the time that the result of the vote has been announced by the Presiding Officer or the City Clerk. 4.8 A motion to reconsider any action taken by the City Council may be made only on the day the action was taken or at the next regular meeting of the City Council. 4.8.1 A motion to reconsider may be made only by one of the Councilmembers who voted with the prevailing side. 4.8.2 Nothing in this policy shall be construed to prevent any Councilmember from making or remaking the same or any other motion at a subsequent meeting of the Council. 4.9 Rules of Decorum: 4.9.1 Councilmembers. While the Council is in session, all members must preserve order, decency, and decorum, and no member shall delay or interrupt the proceedings of the Council or disturb any member while speaking, or refuse to obey the order of the Presiding Officer. 4.9.1.1 Discussion by members of the Council shall relate to the subject matter at hand and shall be relevant and pertinent to allow for the expeditious disposition and resolution of the business before the body. 4.9.2 Employees: Members of the City staff shall observe the same rules of order and decorum as applicable to members of the City Council. AGENDA ITEM #4. b) 800.06 Page 4 4.9.3 Public Addressing Council: Any person making personal, impertinent, or slanderous remarks or who becomes boisterous or; in any way; impedes or interrupts the proceedings of the Council may be barred from further audience before the Council by the Presiding Officer. An individual so barred may not return for the remainder o€ that meeting unless permission is granted by a majority vote of the Qt-y Council. 4.9.3.1 A commissioned representative of the Police Department shall act as Sergeant at Arms for the purpose of maintaining order, peace, and decorum at Council meetings. 4.9.3.2 Any Councilmember may move to require the Presiding Officer to enforce the rules, and the affirmative vote of a majority of the Council shall require himlher to do so. 4.10 Rules of Debate: Except as otherwise provided for in this policy, any special rule adopted by the City Council, or as otherwise provided by state statute, the procedures of the City Council meetings shall be governed by the latest revised edition of "Robert's Rules of Order." 5.0 DEFIMTIONS: NIA 6.0 PROCEDURES: 6.1 Rules of Debate:: 6.1.1 Getting the Floor: Any Councilmember desiring to speak shall first address the Presiding_ Officer,c*h4-_gain recognition by ng Officer, and shall confine remarks to the question under debate. Members shall not engage in any indecorous, abusive, or inappropriate language and shall avoid personal attacks on any other members of the Council or City officials; or impugn the integrity, honesty, or motives of such officials. 6.1.2 Interruptions: A Councilmember, once recognized by the Presiding Officer, shall not be interrupted when speaking unless called to order by the Presiding Officer, or unless a point of order or personal privilq—ee@F personal privilege is raised by another Councilmember, or the speaker chooses to yield to a question by another member of the Council. If a Councilmember is called to order, he/she shall cease speaking immediately until the question of order is determined. and, if determined to be in order, he/she shall proceed. 6.1.3 Limitation of Debate: No Councilmember shall be allowed to speak more than once upon any particular subject matter until every other Councilmember desiring to do so has spoken. Each Councilmember shall limit his/her remarks on a particular subject matter to not more than ten (10) minutes. 6.1.4 Points of Order: The Presiding Officer shall determine all points of order, subject to the right of any Councilmember to appeal to the City Council. Upon an appeal, a majority vote shall oonclusively determine a question of order. AGENDA ITEM #4. b) 800.06 Page 5 6.1.5 Point of Personal Privilege: The right of a Councilmember to address the Council on a question of personal privilege shall be limited to cases in which his/her integrity, character, or motives are questioned, or where the welfare of the Council is concerned. Any Councilmember raising a point of personal privilege may interrupt another Councilmember who has the floor only if the Presiding Officer recognizes the privilege. 6.1.6 Privilege of Closing Debate: The Councilmember moving the adoption of an ordinance. resolution: or motion shall have the privilege of closing debate. 6.1.7 Synopsis of Debate: Any Councilmember may request, through the Presiding Officer, the Privilege of having an abstract of his/her statement on any subject under consideration entered into the minutes by a majority vote of the Council. it the r..uneW eewwms, ehswiemeft! shall be enteFed : ;h 6.1.8 Protest Against Council Action: Any Councilmember shall have the right to have the reasons for his/her dissent from or protest against any action of the Council entered in the minutes. Any such protest or dissent must be in summary form to avoid unnecessary delay or interference with Council business. Councilmembers must inform the City Clerk when there is a desire to include such comments in the minutes. 6.2 Addressing the City Council: 6.2.1 Manner of Addressing Council: Each person desiring to address the Council shall proceed to the speaker's podiumskw4 upon recognition from the Presiding Officer. The speaker shall state for the record his or /her name and; the city of residence, V"h AFR h@15h_ 6 I'arfeSefAiRg. Unless further time is granted by a majority vote of the Council, the -speakers shall limit hWker remarks to five (5) minutes. All remarks shall be pertinent to the subject at hand. All remarks must be addressed to the Council as a whole and not to any member individually. No questions shall be asked of a Councilmember or member of the City staff without the permission of the Presidia Officcr.e44F if residents would like a response r to be contacted, they should provide their name and address, including email address, on a speaker card or via the sign -in sheet and submit it to the City Clerk. This-4o allows for follow-up hew she ^ when a resident desires it, but in a way tha maintains confidentiality of their rip Nate personal information. 6.2.2 Spokesperson for a Group: In order to avoid repetitious presentations and delay in the business of the Council, whenever any group of persons wishes to address the Council on the same subject matter, it shall be proper for the Presiding Officer to request a spokesperson be chosen by the group to represent their position. It is also appropriate for the Presiding Officer to limit the number of persons addressing the Council if additional matters are to be presented by any other member of such a group. 6.2.3 After Motion: After a motion has been made or a public hearing has been closed, no member of the public shall address the Council from the audience on the matter under consideration without first securing permission to do so from the Presiding Officer or a majority vote of the Council. AGENDA ITEM #4. b) 800-06 Page b ' Farsnetted: Indent: LOU 1", Hanging: 0.5', Tab stops: 0.75% Left AGENDA ITEM #4. b) SM-06 Page 7 6.3 Voting Procedures: 6.3.1 Question to be Stated: After a motion has been properly offered and a second is acknowledged by the Presiding Officer, them person Presiding Officer shall ally restate each question immediately prior to calling for the vote. Following the vote, the Presiding Officer shall announce whether the question carried or was defeated. In the case of a roll call vote, the CITY Clerk shall announce the results of the vote. The Presiding Officer may, at his or /her discretion, publicly state the effect of the vote for the benefit of the audience before proceeding to the next item of business. 6.3.2 Roll Call Vote: In the case of a roll call vote, the sequence of the vote shall progress according to the seating arrangement in a clockwise or counter -clockwise order, with the direction alternating each month. Voting shall always begin with the Council President. Should the Council President be serving as the Presiding Officer or be absent, the roll call vote shall begin with the Council President Pro Tempore. 6.3.3 Entry of Ayes and plays on Record: At any time, at the request of any member of the Council, any question shall be voted upon by roll call and the ayes and nays shall be recorded in the minutes. AGENDA ITEM #4. b) POLICY & PROCEDURE Subject: Index: LEGISLATIVE LEGISLATIVE ORDINANCES AND Number: 800-07 RESOLUTIONS Effective Date: I Supersedes: Page: Staff Contact: Approved By: 12/10/2018 ( 11/16/2015 1 1 of 3 1 CAO 1.0 PURPOSE: Resolution # on To establish guidelines and procedures for the preparation, presentation, and processing of City ordinances and resolutions. 2.0 ORGANIZATIONS AFFECTED: City Councilmembers and the Administration 3.0 REFERENCES: RCW 65.16.160 RCW 35A.12.130 RCW 35A.12.150 RCW 35A.12.160 4.0 POLICY: 4.1 All ordinances shall be prepared or reviewed by the City Attorney Department, except bond ordinances which shall be prepared or reviewed by the City's bond counsel. 4.1.1 No ordinance or resolution shall be prepared for presentation to the City Council unless ordered by majority vote of the Council, requested by the Mayor, or prepared by the City Attorney on his or her own initiative. 4.1.2 All ordinances and resolutions shall, before presentation to Council, be approved as to form and legality by the City Attorney Department. 4.2 All ordinances and resolutions shall be examined and approved for administrative review by the department administrator, or his or her authorized representative, having jurisdiction over the matter. AGENDA ITEM #4. b) LEGISLATIVE ORDINANCES AND RESOLUTIONS p. 2 4.3 At the time of adoption of an ordinance or resolution, it shall be read by title only unless the full reading is requested by a majority vote of the Council. 4.4 Before any ordinance shall take effect, its title shall be published in the City's official newspaper or otherwise advertised in accordance with the requirements established by State law unless adopted as an emergency measure, which shall take effect upon adoption. 4.5 The Mayor shall sign all ordinances, resolutions, contracts and other documents approved by Council, and all such documents shall be duly attested to by the City Clerk. In the event of the absence or unavailability of the Mayor, the signature of the Council President may be used. 4.5.1 The Mayor shall have the power to veto ordinances passed by the City Council and submitted to him or her for signature as provided in RCW 35A.12.130. 5.0 DEFINITIONS: N/A 6.0 PROCEDURES: 6.1 Except as provided in this subsection, all ordinances and resolutions presented for adoption by Council shall be reviewed by the appropriate Council committee responsible for the subject matter. 6.1.1 When feasible, copies of proposed ordinances and resolutions shall accompany an agenda bill when the subject matter is placed on the consent agenda for referral to Council committee. 6.1.2 Resolutions shall be read and adopted at the time the Council committee report is presented for reading and adoption, or as determined by Committee. 6.1.3 Ordinances shall be placed on first reading at the time the Committee report is presented for reading and adoption, or as determined by Committee. Following first reading, the ordinance will be placed on the Council agenda for second and final reading the following week, or when all legal requirements are met. At the direction of the Chair, Committees may recommend ordinances be prepared and then presented to the full Council for reading and adoption when completed with the need to be reviewed by the Committee. AGENDA ITEM #4. b) LEGISLATIVE ORDINANCES AND RESOLUTIONS p. 3 6.1.4 Emergency ordinances may be reviewed and approved by Council without Committee review. 6.2 No ordinance shall take effect until five (5) days after the date of publication except when such ordinance may be subject to referendum, at which time the ordinance shall not take effect until thirty (30) days after publication unless adopted as an emergency measure, which shall take effect upon adoption. 6.2.1 Before any ordinance shall take effect, the title shall be published at least once in a newspaper generally circulated within the City of Renton, which shall be the City's official newspaper. 6.2.2 Whenever the City is required to publish legal notices containing the full text of any proposed or adopted ordinance in the City's official newspaper, the City may, upon the choice of the City Attorney, publish a summary of the ordinance. Such summary shall be approved by the City Council. AGENDA ITEM #4. b) lm s POLICY & PROCEDURE Subject: Index: LEGISLATIVE LEGISLATIVE ORDINANCES, Number: 800-07 RESOLUTIONS, AND CONT-RAaS Effective Date: Supersedes: Page: Staff Contact: Approved 6y: 1211012015"4 11 16 2015 1 of 3 CAOlaa : Resolution # on 1.0 PURPOSE: To establish guidelines and procedures for the preparation, presentation, and processing of City ordinances, and resolution, a^d^•fac's. 2.0 ORGANIZATIONS AFFECTED: City Councilmembers and the Administration 3.0 REFERENCES: RCW 65.16.160 RCW 35A.12.130 RCW 35A.12.150 RCW 35A.12.160 4.0 POLICY: 4.1 All ordinances shall be prepared or reviewed by the City Attorney Department, except bond ordinances which shall be prepared or reviewed by the Citds bond counsel, 4.1.1 No ordinance or resolution shall be prepared for presentation to the City Council unless ordered by majority vote of the Council, requested by the Mayor, or prepared by the City Attorney on his or her own initiative. 4.1.2 All ordinances and, resolution Ad CORtFact documentsshall, before presentation to Council, be approved as to form and legality by the City Attorney Department. 4.2 All ordinances and- resolutions, Ad contract d eurReRt5 shall be examined and approved far administrative review by the department a d m i n i strator4eail, or his or her authorized representative, having jurisdiction over the subject matter. AGENDA ITEM #4. b) LEGISLATIVE ORDINANCES AND RESOLl1TION�' P. 2 4.3 At the time of adoption of an ordinance or resolution, it shall be read by title only unless the full reading is requested by a majority vote of the Council. 4.4 Before any ordinance shall take effect, its title shall be published in the City's official newspaper or otherwise advertised in accordance with the requirements established by State law unless adopted as an emergency measure, which shall take effect upon adoption. 4.5 The Mayor shall sign all ordinances and, resolutions, EentFacts and other documents approved by Council, all of such documents shall be duly attested to by the City Clerk. In the event of the absence or unavailability of the Mayor, the signature of the Council President maybe used. 4.5.1 The Mayor shall have the power to veto ordinances passed by the City Council and submitted to him or her for signature as provided in RCW 35A.12.130 5.0 DEFINITIONS: N/A 6.0 PROCEDURES: 6.1 Except as provided in this subsection, aAll ordinances and resolutions presented for adoption by Council shall be reviewed by the appropriate Council committee responsible for the subject matter. 6.1.1 Copies of the proposed ordinances and resolutions shall accompany an agenda bill when the subject matter is placed on the consent agenda for referral to Council committee. 6.1.2 Resolutions shall be read and adopted at the time the Council committee report is presented for reading and adoption, or as determined by Committee. 6.1.3 Ordinances shall be placed on first reading at the time the Committee report is presented for reading and adoption or as determined by Committee. Following first reading, tThe ordinance will be placed on the Council agenda for second and final reading and adoption the following week, orgR when all legal requirements are met. At the direction of the Chair, Committees may recommend ordinances be prepared and then AGENDA ITEM #4. b) LEGISLATIVE ❑RDINANCES AND RESQLLITI7N p. 3 presented _tothe _full Council for reading and adoption when completed without need to be reviewed by the Committee._ _ _ _ _ _ _ - Ponnatted: Font: sold W - - Formatted: Ust Paragraph, Left, No Gullets or numbering, Cvr v.1.4_ Emergency ordinances may be reviewed and approved by Council Tab stops: Not at 0.5" + 1" + 2" without Committee review. 6.2 No ordinance shall take effect until five (S) days after the date of publication except when such ordinance may be subject to referendum, at which time the ordinance shall not take effect until thirty (30) days after publication unless adopted as an emergency measure, which shall take effect upon adoption. 6.2.1 Before any ordinance shall take effect, the title shall be published at least once in a newspaper generally circulated within the City of Renton, which shall be the City's official newspaper. 61.2 Whenever the City is required to publish legal notices containing the full text of any proposed or adopted ordinance in the City's official newspaper, the City may, upan the choice of the City Attorney, publish a summary of the ordinance. Such summary shall be approved by the City Council. AGENDA ITEM #4. b) POLICY & PROCEDURE Subject: Index: LEGISLATIVE LOBBYING BY A COLINCILMEMBER Number: 800-08 Effective Date: Supersedes: Page: Staff Contact: Approved By: 12/10/2018 8/1/1985 1 of 2 CAO Resolution # on 1.0 PURPOSE: To assure that the official policies of the City Council are properly and consistently expressed by members of the City Council in all public forums. 2.0 ORGANIZATIONS AFFECTED: City Councilmembers 3.0 REFERENCES: RCW 42.17A.635 4.0 POLICY: 4.1 No testimony or statement, written or oral, from a member of the City Council shall be in conflict with the policies set forth by formal Council action (motion, resolution or ordinance) when such Councilmember is acting as an official representative of the City. 4.2 When time constraints do not allow formal action by the City Council prior to public testimony related to a particular issue, and when such statements made by a Councilmember may have been interpreted to represent the position of the City Council, a summary of the remarks or a copy of any written statement will be provided to the full Council in a timely manner. 4.3 Councilmembers who testify or provide statements supporting his or her personal position on a public issue shall not represent himself or herself as an elected official with the City of Renton unless all information given is in compliance with policy. AGENDA ITEM #4. b) LOBBY BY A COUNCILMEMBER p. 2 4.3.1 If, during the course of an appearance or verbal interchange, the fact emerges that the person is an elected official, or it is likely that he or she is recognized as an elected official, a disclaimer will be issued that the information or testimony given represent his or her personal views and not that of the City. 4.3.2 If information or testimony is given that is known to be contrary to official policies of the City, then a statement to that effect will be given. 5.0 DEFINITIONS: 5.1 lobby and Lobbying: For the purposes of this policy, lobby and lobbying each mean attempting to influence the acceptance, passage, or defeat of any legislation or the adoption or rejection of any rule, rate, or other legislative enactment that will or could have an impact on the City of Renton. 6.0 PROCEDURES: 6.1 All Councilmembers lobbying before the State legislature who expend funds in such an effort shall file with the Public Disclosure Commission in accordance with RCW 42.17A.635. AGENDA ITEM #4. b) LOBBYING BY A COUNCILMEMBER LOBBYING BY A COUNCILMEMBER POLICY 800-08 PAGE # LEGISLATIVE 800-08 8--1-85 1 2 M. Parness 1.0 PURPOSE: To assure that the official policies of the City Council are properly and consistently expressed by members of the City Council in all public forums. 2.0 ORGANIZATIONS AFFECTED: City Council 3.4 REFERENCES:. RCW 42.17A.635199. 4.0 POLICY: 4.1 No testimony ❑r statement, written or oral, from a member of the City Council shall be in conflict with the policies set forth by formal Council action (motion, resolution, or ordinance) when such Councilmember is acting as an official representative of the City. 4.2 When time constraints do not allow formal action by the City Council prior to public testimony related to a particular issue, and when such statements made by a Councilmember may have been interpreted t❑ represent the position of the City Council, a summary of the remarks or a copy of any written statement will be provided to the full Council in a timely manner. 4.3 Councilmembers who testify or provide statements supporting his/her personal position on a public issue shall not represent him/herself as an elected official with the City ❑f Renton unless all information given is in compliance with this policy, AGENDA ITEM #4. b) 4.3.1 If, during the course of an appearance or verbal inter- change, the fact emerges that the person is an elected official, or it is likely that he/she is recognized as an elected official, a disclaimer will be issued that the information or testimony given represents his/her personal views and not that of the City. 4.3.2 If information or testimony is given that is known to be contrary to official policies of the City, then a statement to that effect will be given. 5.0 DEFINITIONS: 5.1 "Lobby" and "lobbying" each mean attempting to influence the acceptance, passage, or defeat of any legislation or the adoption or rejection ❑f any rule, standard, rate, ❑r other legislative enactment that will or could have an impact on the City of Renton. 6.0 PROCEDURE: 6.1 All Councilmembers lobbying before the State Legislature who expend funds in such an effort will file with the Public Disclosure Commission in accordance with RCW 42.17.180. AGENDA ITEM #4. b) Awthil OR] Nkw POLICY &PROCEDURE Subject: CITY COUNCIL REQUESTS FOR STAFF ASSISTANCE Effective Date: Supersedes: Page: 12/10/2018 8/6/2007 1 of 1.0 PURPOSE: Index: LEGISLATIVE Number: 800-09 Staff Contact: Approved By: CAO Resolution # on To establish policy and procedures by which requests from the City Council for staff assistance should receive the prior review and approval of the Mayor's office. This policy will assure that: 1.1 Requests from Council are addressed in a timely and thorough manner. 1.2 Matters referred are transmitted to the appropriate department(s) for a response, and; 1.3 Council requests are appropriate incorporated into the ongoing daily work program. 2.0 ORGANIZATIONS AFFECTED: All departments/divisions 3.0 REFERENCES: RCW 35A.12 4.0 POLICY: 4.1 The Mayor, or the Chief Administrative Officer on behalf of the Mayor, shall have the exclusive responsibility for directing the activities of the Administrative staff of the City. 4.2 All substantial requests by Councilmembers for staff assistance shall be transmitted to the Mayor's office for review, approval, and transmittal to the appropriate department/division for action. AGENDA ITEM #4. b) CITY COUNCIL REQUESTS FOR STAFF ASSISTANCE p. 2 4.2.1 Questions or requests of a simple nature that do not require the dedication of staff time or research may be posed directly to a department administrator. 4.3 All requests for assistance from the City Council shall be addressed at the earliest possible date. 5.0 DEFINITIONS: 5.1 Substantial Request: A request by a Councilmember or Council committee for staff assistance requiring research and/or a technical analysis which was not previously scheduled in the normal work program of the department. 6.0 PROCEDURES: 6.1 City Councilmembers shall refer substantial requests for assistance to the Mayor's office for review, approval, and transmittal to the appropriate department(s) for response. 6.1.1 Upon receipt of a request from the Mayor's Office, the department administrator shall estimate the time required to respond or comply with the request for assistance. Under normal circumstances, every effort shall be made to respond within five (5) working days. If it is anticipated that a response will not be forthcoming within five working days, the Mayor or Chief Administrative Officer will provide the Councilmember an estimate of the time required to respond to the request and the reason for the delay. 6.2 All responses to substantial requests from the Council shall be in writing. Responses should be sent to the Mayor's Office to assure that the content fully addresses the intent of the request and that the information provided is consistent with input from other sources. 6.3 The Mayor's Office shall be responsible for the distribution of responses to Council requests. 6.3.1 All written responses to questions or requests for assistance shall be distributed to the entire Council. 6.3.2 Verbal responses shall be conveyed, when deemed appropriate by the Mayor, at a regularly scheduled City Council meeting as part of the Administrative Report. Provided; however, that the Administration shall comply with any City Council request to provide a written response to a question or request for assistance. AGENDA ITEM #4. b) CITY COUNCIL REQUESTS FOR STAFF ASSISTANCE p. 3 6.4 Administrative staff who may be contacted directly by a Councilmember with a substantial request for assistance should advise the Councilmember of the applicability of this policy and recommend that he or she contact the Mayor's Office for assistance. AGENDA ITEM #4. b) 7-R POLICY & PROCEDURE Subject: Index: LEGISLATIVE CITY COUNCIL REQUESTS FOR Number: 800-09 STAFF ASSISTANCE Effective Date I Supersedes I Pace I Staff Contact I Annrnved Rv 12110/ 89W 18/61'28{} � l of 2 Resolution # on 1 I 1.0 PURPOSE- To establish policy and procedures by which requests From the City Council for staff assistance should receive the prior review and approval of the Mayor's office. This policy will assure that: 1) Rfequests from Council are addressed in a timely and thorough manner; 2) M►nat(ers referred are transmitted to the appropriate department(s) For a response, and; 3) Council requests are appropriately incorporated into the ongoing daily work program. 2.0 ORGANIZATIONS AFFECTED: All departmentsldivisions 30 REFERENCES: RCW 35A.12 4.0 POLICY: 4.1 The Mayor, or the Chief Administrative Officer on behalf of the Mayor, shall have the exclusive responsibility for directing the activities of the Administrative staff of the City. 4.2 All substantial requests by Goy —Council members for staff assistance shall be transmitted to the Mayor's office for review, approval, and transmittal to the appropriate department/division for action. 4.2.1 Questions or requests of a simple nature that do not require the dedication of staff time or research may be posed directly to a Goy —department administratorhead. 4.3 All requests for assistance from the City Council shall be addressed at the earliest possible date. 5.0 DEFINITIONS: AGENDA ITEM #4. b) 8" Page 2 5.1 Sub"tia]. Request: A rcquest_by a Councilmember or Council committee for . - Formatted: Font; Bold staff assistance requiring research and/or a technical analysis which wasis not previously scheduled in the normal work program of the department. 6.0 PROCEDURES: 6.1 City Councilmembers shall refer substantial requests for assistance to the Mayor's office for review, approval, and transmittal to the appropriate department(s) for response. 6.I.1 Upon receipt of a request from the Mayor's office, the department administrators shall estimate the time required to respond or comply with the request for assistance. Under normal circumstances, every effort shall be made to respond within five Li Lworking days. - - Formatter: Indent Left: 1", Hanging; 0.5", Tab stops: 1.1 If it is anticipated that a response will not be forthcoming within five working.. , 4.5. Left+ Not at 0.38" days, the Mayor or Chief Administrative Officer will provide the Councilmember an estimate of the time required to respond to the request and the reason for the delay. Formatted: indent: Left W. First line: 0' 6.2 All responses to substantial requests from the Council shall be in writing. Responses should be sent to the Mayor's office to assure that the content fully addresses the intent of the request and that the information provided is consistent with input from other sources. 6.3 The Mayor's office shall he responsible for the distribution of responses to Council requests. 6.3.1 All written responses to questions or requests for assistance shall be distributed to the entire Council. 6.3.2 Verbal responses shall be conveyed, when deemed appropriate by the Mayor, at a regularly scheduled City Council meeting as pan of the Administrative Report. Provided. however, that the Administration shall comply with any City Council request to provide a written response to a question or request for assistance. 6.4 Administrative staff who may be contacted directly by a Councilmember with a substantial request for assistance should advise the Councilmember of the applicability of this policy and recommend that he/she contact the Mayor's office for assistance. AGENDA ITEM #4. b) FiRl Nkw POLICY & PROCEDURE Subject: Index: LEGISLATIVE FILLING COUNCIL VACANCIES Number: 800-10 Effective Date: Supersedes: Page: Staff Contact: Approved By: 12/10/2018 11/16/2015 1 of 5 CAO Resolution # on 1.0 PURPOSE: To establish policy and procedures for filling a Council vacancy that is consistent with State law. 2.0 ORGANIZATIONS AFFECTED: City Councilmembers 3.0 REFERENCES: RCW 42.12 RCW 42.30 RCW 35A.12 4.0 POLICY: 4.1 A Council position shall be officially declared vacant upon resignation, recall, forfeiture, or death of a Councilmember, or for any other reason provided in RCW 42.12. 4.2 The Council, by majority vote, shall appoint a qualified person to fill the vacancy in the Council. 4.2.1 The appointee shall serve on the Council until such time as a person is elected and certified to fill the vacancy for the remainder of the unexpired term at the next regular municipal election. 4.3 Candidates for a Council vacancy must: 4.3.1 Be a registered voter of the City of Renton. AGENDA ITEM #4. b) FILLING COUNCIL VACANCIES p. 2 4.3.2 Have residency within the corporate limits of Renton at least one year immediately prior to consideration for the vacancy. 4.4 A person shall be considered for filling the vacancy by submitting a letter of interest by the specified date and time. Additional materials outlining the person's interests and qualifications may also be submitted. 4.4.1 Candidates' submitted materials shall be made available in the City Clerk Division for inspection by the public. 4.4.2 Candidates may submit letter of support with the letters of interest. 4.5 The City Clerk shall arrange for all announcements, interviews, and meetings pertaining to a Council vacancy to be made public by publishing a notice in a local newspaper of general circulation. Notice shall also be provided to each local radio and/or television station that has a request to be notified on file with the City. Notice of any special meetings shall be publicized 24 hours prior to the scheduled meeting and must specify the time, place, and purpose of the meeting. The requirements above do not preclude the continuation of a publicized meeting to a time certain. 4.6 Interviews of selected candidates desiring to fill the vacant Council position shall be conducted in a meeting open to the public in Council Chambers during a regularly scheduled Committee of the Whole meeting. Minutes of the meeting must be kept in order to meet the requirements of the Open Public Meetings Act. 5.0 DEFINITIONS: N/A 6.0 PROCEDURES: 6.1 If, for any reason, a vacancy in the Council occurs, the Mayor shall officially acknowledge the vacancy at the next regularly scheduled Council meeting. If a resignation, forfeiture or recall of a Council position occurs during a meeting, official acknowledgment of the vacancy by the Mayor may take place in the same meeting. Correspondence shall be logged into four categories: AGENDA ITEM #4. b) FILLING COUNCIL VACANCIES p. 3 6.1.1 After officially acknowledging a vacancy on Council, the Mayor shall request and encourage all qualified persons who desire to be appointed to the vacant position to submit a letter of interest to the City Clerk. The Mayor shall also indicate that additional materials outlining the person's interests and qualifications, and letters of support from individuals or organizations, may also be submitted. 6.1.2 Within two weeks of the acknowledgment of the vacancy, the remaining Councilmembers shall, at a Council meeting, 1) establish the date and time by which letters and information must be submitted to the City Clerk, and 2) establish a date and time for the Committee of the Whole to review the submitted materials. 6.1.3 The day immediately following the Council meeting in which the Council establishes a schedule for the submission of applications and review of materials submitted, the City Clerk shall provide proper notice to local media that: a) Advertises the vacancy; b) Requests qualified persons desiring to be appointed to the vacant position submit letters of interest and supporting materials; c) Lists the requirements and deadlines candidates must meet in order to be considered for the vacancy; and d) Provides notice of when the Committee of the Whole will review the materials submitted. 6.1.4 The City Clerk shall prepare a packet for each Councilmember and the Mayor consisting of candidates' submitted materials. 6.1.5 After receiving the packets, the Committee of the Whole shall meet in a meeting open to the public in order to review and debate the qualifications of the candidates, with no public testimony to be taken. 6.1.6 At the next regular Council meeting following completion of review and debate of candidate materials, Council shall select by majority vote either a candidate as the new Councilmember, or a slate of candidates to be interviewed at the next Committee of the Whole meeting. If a new candidate is selected, the City Clerk shall notify the candidates that a selection has been made and the interview process is canceled. If a new Councilmember has been selected under the process described in this subsection, then the rest of the policy is inapplicable. 6.1.7 If Council selects candidates to interview, the City Clerk shall personally notify each candidate of the date, time, and place of the interviews. AGENDA ITEM #4. b) FILLING COUNCIL VACANCIES p. 4 6.2 Each candidate will be interviewed at a Committee of the Whole meeting to be held in the Council Chambers. 6.2.1 Each candidate will be asked one question per Councilmember in attendance at the meeting. 6.2.2 A set of preselected questions, approved by Council, will be asked of each candidate. Each candidate must respond to the same set of questions. 6.2.3 Candidates' order of appearance at the interview shall be pre- determined by Council. 6.2.4 The Council President may limit the length of each candidate's interview to 30 minutes if the number of candidates exceeds six (6). 6.2.5 Upon completion of all interviews, Councilmembers may discuss the qualifications of the candidates. 6.3 After completion of the interviews and discussion during the Committee of the Whole meeting, the Council President shall, at the immediately following regular Council meeting, call for nominations to fill the vacancy from the slate of candidates interviewed. 6.3.1 Nominations shall be made beginning with the Council President and in order of roll call for the month. 6.3.2 Balloting is done by roll call vote as outlined in Section 6.3.1. No secret ballot is permitted. a) Balloting will continue until a nominee receives a majority of four votes. b) At any time during the balloting process, Council may postpone balloting until the next regularly scheduled Council meeting if a majority vote is not reached. 6.3.3 All interviews, discussion, nominations, and votes taken by the Council shall be conducted during a regular meeting. 6.3.4 The nominee receiving the majority vote is declared the new Councilmember and shall be sworn in by the City Clerk or other designated official at the next regularly scheduled Council meeting. AGENDA ITEM #4. b) FILLING COUNCIL VACANCIES p. 5 6.3.5 If Council does not elect a new Councilmember within 90 days of the acknowledged vacancy an impasse shall be declared. In the case of an impasse, the Council President shall submit a request, which shall include the list of nominees, to the King County Council to fill the vacancy. The King County Council shall have 180 days to fill the vacancy from the date it was officially acknowledged. AGENDA ITEM #4. b) POLICY & PROCEDURE Subject: Index: LEGISLATIVE FILLING COUNCIL VACANCIES Number: 800-10 Effective Date: Supersedes: Page: Staff Contact: Approved By: 12 10 201" 11 15 2015 1 of 5 G= Q}ay-Ceui Resolution # on 16/291 4W I & 24" 1.0 PURPOSE: To establish policy and procedures for filling a Council vacancy that is consistent with State law. 2.0 ORGANIZATIONS AFFECTED: City Councilmembers 3.0 REFERENCES: RCW 4212 RCW 42.30 RCW 35A.12 4.0 POLICY: 4.1 A Council position shall be officially declared vacant upon resignation, recall, forfeiture, or death of a Councilmember, or for any other reason provided in RCW 42.12. 4.2 The Council, by majority vote, shall appoint a qualified person to fill the vacancy in the Council. 4.2.1 The appointee shall serve on the Council until such time as a person is elected and certified to fill the vacancy for the remainder of the unexpired term at the next regular municipal election. 4.3 Candidates for a Council vacancy must: 4.3.1 8e a registered voter of the City of Renton. AGENDA ITEM #4. b) Filling CounclI Vacancies p. 2 4.3.2 Have residency within the corporate city limits of Renton at least one year immediately prior to consideration for the vacancy. 4.4 A person shall be considered for filling the vacancy by submitting a letter of interest by the specified date and time. Additional materials outlining the person's interests and qualifications may also be submitted. 4:44.4.1 Candidates' submitted materials shall be made available in the- - Formatted City Clerk Division for inspection by the public. 464.4.2 Candidates may submit ebta►w letters of support fro FA A;144dwil • iFormatted Or OFoa *O^^6 a A d ^ 1he 1LW with the letters of interest. 4.74.5 The City Clerk shall arrange for all announcements, interviews, and meetings pertaining to a Council vacancy to be made public by publishing a notice in a local newspaper of general circulation. Notice shall also be provided to each local radio and/or television station _that-k has on P1^ ith the G... wFitte request to be notified on file with City. Notice of any special meetings =__he used shallrrlust be publicized 24 hours prior to the scheduled meeting and must specify the time, place, and purpose of the meeting. The requirements above d❑ not preclude the continuation of a publicized meeting to a time certain. 484.6 interviews of selected candidates desiring to fill the vacant Council position shall be conducted in a meeting open to the public r, weo in Council Chambers during a regularly scheduled Committee of the Whole meeting on tine Feg scheduled night. Minutes of the meeting must be kept in order r^�;g to meet a4 the requirements of the Open Public Meetings Act. 5.0 DEFINITIONS: N/A 6.0 PROCEDURES: 5.1 If, for any reason, a vacancy in the Council occurs, the Mayor shall officially acknowledge the vacancy at the next regularly scheduled Council meeting. If a resignation, forfeiture, or recall of a Council position occurs during a Council meeting, official acknowledgement of the vacancy by the Mayor may take place in the same meeting. 6.1.1 After officially acknowledging a vacancy on the Council, the Mayor shall request and encourage all qualified persons who desire to be appointed to the vacant position to submit a letter of interest to the City Clerk. The AGENDA ITEM #4. b) Filling Council Vacancies p. 3 Mayor shall also indicate that additional materials outlining the person's interests and qualifications, and letters of support from individuals or organizations, may also be submitted. 6.1.2 Within two weeks of the acknowledgement of the vacancy, the remaining Councilmembers shall, at a Council meeting, 1) establish a date and time by which letters and information must be submitted to the City Clerk, and 2) establish a date and time for the Committee of the Whole tofu review of -the submitted materials. 6.1.3 The day immediately following the Council meeting in which the Council establishes a schedule for the submission of applications and review of materials submitted, the City Clerk shall provide legal announcement to the local media that: a] Advertises the vacancy. b] Requests qualified persons desiring to be appointed to the vacant position submit letters of interest and supporting materialsindicates that aelditignaT infeFwatien Fnay b L.M t t e d 11tI lead F1 C 7 7 cj Lists the requirements and deadlines candidates must meet to be considered for the vacancy; and CownGil-p sition- dj ProvidesGies notice of when the Committee of the Whole ,.,h,, ,�,u e,I^° ^ 'E will review the submitted materials submitted, 6.1.4 The City Clerk shall prepare a lette-ris of intere"acket for each Councilmember and the Mayor consisting of candidates' submitted materials. Packets FRay al5 EORWOR Fitt.,. endorsements, interview 6.1.5 After receiving the packets, the COUR l shall r. of C_-haF-.h9rs fAF: `ommittee of the Whale shall meet in a meeting open to the public in order to review and debate the qualifications of the candidates, with no public comment to be taken. 6.1.6 At the next regular Council meeting following completion of review and debate of candidate materials, Council shall select by majority vote either a candidate as the new Councilmember, or a slate of candidates to be interviewed at the next Committee of the Whole meeting. If a new candidate is selected, the City Clerk shall notify the candidates that a selection has been made and the interview process is canceled. If a*e new Councilmember has been selected under the processes described in this subsection, then the rest of the policy is inapplicable. AGENDA ITEM #4. b) Filling Council Vacancies p. 4 6.1.7 If Council selects candidates for interview, the City Clerk shall personally notify each candidate of the date, time, and place of the interviews. 6.2 Each candidate will be interviewed at a Committee of the Whole meeting to be held in Council Chambers. 6.2.1 Each candidate will be asked one question per Councilmember in attendance at the meeting. 6.2.2 A set of preselected questions, approved by Council, will be asked of each candidate. Each candidate must respond to the same set of questions.. 6.2.3 Candidates' order of appearance at the interview shall be pre- determined by Council. 6.2.4 The Council PresidentChaff may limit the length of each candidate's interview to 30 minutes if the number of candidates exceeds six (6). 6.2.5 Upon completion of all interviews, Councilmembers may discuss the qualifications of the candidates. 6.3 After completion of the interviews and discussion during the Committee of the Whole meeting the Council PresidentC-i:air shall, at the immediately following regular Council meeting, call for nominations to Fill the vacancy from the slate of candidates interviewed. 6.3.1 Nominations shall be made beginning with the Council President and in order of roll calf for the month. 6.3.2 Balloting is done by roll call vote as outlined in 6.3.1. No secret ballot is permitted. a) Balloting will continue until a nominee receives a majority of four votes. b) At any time during the balloting process, Council may postpone balloting until the next regularly scheduled Council meeting if a majority vote is not reached. 6.3.3 All interviews, discussion, nominations and votes taken by the Council I shalt be con ductedheld during a regular Mpetingsessiars. AGENDA ITEM #4. b) Filling Council Vacancies P. 5 6.3.4 The nominee receiving the majority vote is declared the new Councilmember and shall be sworn in the 6y the City Clerk or other designated official at the next regularly scheduled Council meeting. 6.3.5 if the Council does not elect a new CounciImember within 90 days of the acknowledged vacancy, an impasse shall be declared. In the case of an impasse, the Council President shallwi4 submit a request, which shall include a list of nominees, a request te the 1 wg C ,. Rty r, nEil tha! it aI[i:...l n W fill thLz VaEa �r„ The R Of th@ R appoint - rrvrrrrrrc-r4 considered by the CaunEil will be tA to the King County Council to fill the vacancy. The King County Council shall have 1$6 days to fill the vacancy from the date it was officially acknowledged. wroth the •OREIME t ter. s-.rrr-------- Formatted: Normal, IustiFled, Indent: Left: 1.5", Tat1 stops: 1", Left + 2 Left AGENDA ITEM #4. b) OR11 Nkw POLICY & PROCEDURE Subject: Index: LEGISLATIVE COUNCIL EMAIL Number: 800-11 Effective Date: Supersedes: Page: Staff Contact: Approved By: F 12/10/2018 8/6/2007 1 of 4 CAO Resolution # on 1.0 PURPOSE: To facilitate email communication between and among Councilmembers, City staff, residents, and others; to establish procedures for retention of email messages in compliance with the Public Records Act, and to assist Councilmembers in complying the Open Public Meetings Act and other applicable laws. 2.0 ORGANIZATIONS AFFECTED: City Councilmembers 3.0 REFERENCES: RCW 40.14 RCW 40.16 RCW 42.30 RCW 42.56 WAC 434.12A Policy & Procedure 800-04 4.0 POLICY: 4.1 All Councilmembers' email communications in the City -hosted email system are public records, and must be maintained, retained, and disposed of in accordance with State law. 4.2 Emails are subject to public records disclosure per RCW 42.56. 4.3 All Councilmembers' email records generated in the conduct of City business are the property of the City of Renton, regardless of where the records are located. COUNCIL EMAIL Pg. 2 AGENDA ITEM #4. b) 4.4 Council email shall be maintained in compliance with the Public Records Act through software applications and policies administered by the City Clerk Division and the Information Technology Division. 4.5 Deletion of any public record, including email that has retention value, may be illegal in the State of Washington and subject to criminal penalties. 4.6 Councilmembers must exercise caution when directly communicating with fellow Councilmembers via email, so as to not unintentionally violate the Open Public Meetings Act. To avoid a violation of the letter or spirit of the law, any interactive email (i.e. email requiring or inviting two-way communication) between or among a quorum of Councilmembers must be restricted to matters that are not currently or likely to come before Council. A quorum means four Councilmembers. Forwarding of informational materials between or among Councilmembers on a "no comment" or "FYI only" basis is not a violation of the law. Passive receipt of an email is also not a violation of the law. 4.7 Councilmembers who are serving in a quasi-judicial role (i.e. land use appeals) must not engage in generating or reading substantive emails concerning the matter on appeal. For purposes of this provision, a substantive email is one that relates to a matter before the Council while acting in a quasi-judicial role and has any information other than the scheduling or procedures of the hearing. Any substantive emails received by a Councilmember must, without review by the Councilmember, be routed to the Council Liaison to then be routed to the City Attorney's office or to the counsel representing Council if the City Attorney's office is not representing Council. If the substantive email contains or discusses information that is not within the closed record, the quasi-judicial body may not consider it. In the even the substantive email contains or discusses information that is both within and without the closed record, only those parts of the email that relate to information within the record may be considered by the judicial body. Other parts must be redacted and not considered. 4.8 See Policy & Procedure 800-04 regarding the handling of Council correspondence received from residents. 5.0 DEFINITIONS: 5.1 Council Action: "Action" under the Open Public Meetings Act means the transaction of the official business of a public agency by a governing body including, but not limited to, receipt of public testimony, deliberations, discussions, considerations, reviews, evaluations, and final actions. "Final Action" means a collective positive or negative decision, or an actual vote by a majority of the members of a governing body when sitting as a body or entity, upon a motion, proposal, resolution, order or ordinance. COUNCIL EMAIL Pg. 3 AGENDA ITEM #4. b) 5.2 Electronic Mail (Email) System: A means of creating and sending messages between computers using a computer network or over a modem. 5.3 Email Messages or Communications: Any communication that is broadcast, created, sent, forwarded, replied to, transmitted, stored, held, copied, downloaded, displayed, viewed, read or printed by one or several electronic communications systems or services. This includes the contents of the communication, the transactional information (metadata), and any attachments associated with such communication. 5.4 Public Records: Any "writing" containing information relating to the conduct of government or the performance of any governmental or proprietary function prepared, owned, used or retained by any State or local agency regardless of physical form or characteristics. "Writing" as regards public regards, means handwriting, typewriting, printing, photostating, photographing, and every other means of recording any form of communication or representation, including, but not limited to, letters, words, pictures, sounds or symbols, or combination thereof, and all papers, maps, magnetic or paper tapes, photographic films and prints, motion picture, film and video recordings, magnetic or punched cards, discs, drums, diskettes, sound recordings, and other documents including existing data compilations from which information may be obtained or translated. 5.5 Public Records Disclosure: Records requests and related process regulated by RCW 42.56, whereby "each agency... shall make available for public inspection and copying all public records, unless the record falls within the specific exemptions of this section or other statute." 5.6 Quasi -Judicial Role: A quasi-judicial role occurs when Councilmembers are performing a function as a member of an appellate body, determining the legal rights, duties or privileges of a party to a hearing or other contested matter, rather than matters affecting the public as a whole. An example is an appeal of a land use ruling. 5.7 Records Management and Retention: The City's program for records management, is facilitated by the City Clerk Division and is based on Records Management Guidelines and the State records retention schedule issued under the authority of the Washington State Local Records Committee through the office of the Secretary of State, Division of Archives and Records Management in compliance with RCW 40.14. COUNCIL EMAIL Pg. 4 AGENDA ITEM #4. b) 5.8 Retention Value: The degree of importance attributed to a document measured by the records retention schedules issued and approved by the Washington State Local Records Committee. 5.9 Transitory Messages: Email messages which are a public record, but have no State mandated retention value and can be deleted when its administrative use has ended. 6.0 PROCEDURES: 6.1 Each Councilmember is responsible for complying with laws and regulations that govern City email communications. Councilmembers are encouraged to send and receive email messages related to City business through the City email system. A copy of each such email message sent and received on other systems should be forwarded to a City account for retention requirements. 6.2 The Council Liaison shall manage and maintain email messages for Council in accordance with the City's email policy. 6.3 The City Attorney's Office shall provide current information and advice to the Council President, the Council Liaison, and individual Councilmembers to assist with email compliance when requested. AGENDA ITEM #4. b) 7 R POLICY & PROCEDURE Subject: Index: LEGISLATIVE COUNCIL E-MAIL Number: 800-11 Effective Date Supersedes Page I Staff Contact Approved By Resolution # on 12110/20188W 816120074,E 1 of4 CA{)htj�- 1.0 PURPOSE- -To facilitate e-mail communication between and among Councilmembers. City- Formatted, Indent: First Sane: o°, LinesWng: single, Tab staff, residentsw4iLe", and others; to establish procedures for retention of e-mail stops. Not at 0.5^ + 1^ + 1.5" + 2" messages in compliance with the Public Records Act, and to assist Councilmembers in complying with the Open Public Meetings Act and other applicable laws. 2.0 ORGANIZATIONS AFFECTED: City Councilmembers o Sefyiees Divisiefis 3.0 REFERENCES; —RC 10mpteis-40.14 RCW 40.16 RCW -,42.56, ate RCW 42.30 WIN; WAC 434.12A; -Policy and Procedure #8nn _r..,,neil C-o ff.s..,...,.i,nee and egeAda 4.0 POLICY: 4.1 Wblie Reeor-d. All Councilmembers' e-mail communications in the City -hosted e-mail system are public records, and must be maintained, retained, and disposed of in accordance with State laws'^a andFesained by the City ....cording to 'egg! 4.2 Pohl6e Diselasum &mails that a determined • o be a ^ubfic a of are subject to public records disclosure per_R_C_W 42.56. , 4.3 OmwAwslvip—All Councilmembers' e-mail records generated in the conduct of City business are the property of the City of Rcnton the publ+e, regardless of where the records are located. the ownership o 4.4 Custody at 19 AUR Repards ouncil email shall be maintained in compliance with the Public Records _Act through software applications and policies Formatted: Indent: First Ilne: D", Une sparing; single, Tab stops: Not at p.5" + 1" + 1,5" + 2" AGENDA ITEM #4. b) soo-H Page 2 administered by the City Clerk Division Information Technology Division.The AGENDA ITEM #4. b) 800-11 Page 3 5.0 4.5 deletion of any public record, including e-mail that has retention value, whieh WS Rel Lee- F.B& -Part Of RH appFOVed .W,_ Frianagemem system. may be illegal in the State of Washington and subject to criminal penalties. One_ an a mail ;,ublie reeaM has been ade a part of the should he deleted aftef its admini i-rattive use has ended in efder !a free up 4.6 Open Publie—Meet Act, Councilmembers must exercise caution when directly communicating with fellow Councilmembers via e-mail, so as to not violate the Open Public Meetings Act. To avoid a violation of the letter or spirit of the law , any interactive e-mail (i.e. e-mail requiring or inviting two-way communication) between or among Coune°' C-•mmim-ee me wbe H e a quorum of members e � th e;G i tyLouncilmembers; must be restricted to matters that are not currently or likely to come before the Cemmittee of Council. A quorum means four Councilmembers: en:hm of any Forwarding of informational materials between or among Councilmembers on a "no comment" or "FYI --only" basis is not a violation of the lawAet. Passive receipt of an email is also not a violation of the law. 4.7 Quasi t..dieial Role of .-ouneil Councilmembers who are serving in a quasi- judicial role (i.e. land use appeals) must not engage in generating or reading substantive a -mails concerning the matter on appeal. For purposes of this provision, a substantive e-mail is one that relates to a matter before the Council while acting in a quasi-judicial role and has any information other than the scheduling or procedures of the hearing. Any substantive e-mail received by a Councilmember must, without review by the Councilmember, be routed to the Council Liaison to then be routed to the City Attorney's office or to the counsel representing Council if the City Attome 's office is not representing Council.- If the substantive e-mail contains or discusses information that is_sa not within the closed record, the quasi-judicial body may not consider it. In the event the substantive e-mail contains or discusses information that is both within and without the closed record, only those parts of the e-mail that relate to information within the record may be considered by the quasi-judicial body. Other parts must be redacted and may not be considered. 4.8 Cithr 4rrpendenee. See —Policy and Procedure #$00-04 reBearding the handling of Council _correspondence received from residents. Ir �li►IY11 I • 5.1 Council Action"- "Action" under the Open Public Meetings Act means the transaction of the official business of a public agency by a governing body including, but not limited to, receipt of public testimony, deliberations, discussions, considerations', reviews, evaluations, and Final actions. "Final } - - Formatted. Indent: Lett: 0.5", Hanging: 0.5", Linespadng: single, Tab stops: Not at 0.5" + 1.5" + Z" AGENDA ITEM #4. b) WO- l t Page 4 action" means a collective positive or negative decision, or an actual vote by a majority of the members of a governing body when sitting as a body or entity, upon a motion, proposal, resolution, order or ordinance. RCW e2 an mn ( 5.2 Electronic Mai! (E-mznMail) System: A means of creating and sending messages between computers using a computer network or over a modem. 5.3 E-mail Messages or Communications: Any communication that is broadcast, created, sent, forwarded, replied to, transmitted, stored, held, copied, downloaded, displayed, viewed, read, or printed by one or several electronic communications systems or services. This includes the contents of the communication, the transactional informationsmetadatal, and any attachments associated with such communication. 5.4 Public Records: Any "writing" containing information relating to the conduct of government or the performance of any governmental or proprietary function prepared, owned, used, or retained by any State or local agency regardless of physical form or characteristics. "Writing" as regards public records, means handwriting, typewriting, printing.• pphotostatting, photographing, and every other means of recording any form on communication or representation, including, but not limited to, letters, words, pictures, sounds, or symbols, or combination thereof, and all papers, maps, magnetic or paper tapes, photographic films and prints, motion picture, film and video recordings, magnetic or punched cards, discs, drums, diskettes, sound recordings, and other documents including existing data compilations from which information maybe obtained or translated, RCW "', sue n, n 424 5.5 Public Records Disclosure: Records requests and related process regulated by RCW 42.56, whereby "each agency... shall make available for public inspection and copying all public records, unless the record falls within the specific exemptions of this section or other statute,". RCW 42 c6 070 44 5.6 Records Management & Retention: The City's program for records management, is facilitated by the City Clerk Division's off=lee and is based on Records Management Guidelines and the State GeRepal—Reecords Rretention Okbedute issued under the authority of the Washington State Local Records Committee through the Office of Secretary of State. Division of Archives and Records Management, in compliance with Chapter 40.14 RCW. 5.7 Quasi -Judicial Role: A quasi-judicial role is one where the Councilmember is performing a function as a member of an appellate body, determining the legal rights, duties, or privileges of a party to a hearing or other contested matter, rather than matters affecting the public as a whole. An example is an appeal from a land -use ruling. Fwmatted: Font. 12 pt Formatted: Nomol, )usUW AGENDA ITEM #4. b) NO- H Page 5 5.8 Retention Value: The degree of importance attributed to a document measured by the Rrecords Rretention Sschedules issued and approved by the Washington State Local Records Committee., Offieo of the geeFetaFy of gjaie, Division of 1 FmmatM. Font: 12 pt AGENDA ITEM #4. b) 800-11 Page 6 6.0 5.9 Transitory Niessages: E-mail messageseemmHoiemiens which are a public record, but which have no state maftdaied5tate mandated retention value and can be deleted when its administrative use has ended without being printed and filed as part of City records management. & i . Each individual Councilmember is responsible , Formatted: Font: BOId for complying with laws and regulations that govern City e-mail communications. Councilmembers are encouraged to send and receive e-mail messages related to City business through the City e-mail system. A copy of each such e-mail message sent and received on other systems should be forwarded to a City account for retention requirements. . b.2 fflatmteil Linison Responsihilqw The Council Liaison shallwi14 manage and I Funmtted: Font: 12 pt maintain mil a -mail messages for CouneiI in accordance with the Ci[ 's email tFmmtted. Fart: Bold licx lV 6.3 fflity Cl e rk R esp ensi h a lRy. Tk e Q ty r. le 0 E w i 11 V re v i de the Getine i 1 Wai son wi thFermetted: �i r :.. .a - - - on Fant: Bold - 6.4 The City Attorney's oOffice shallwi 4 provide - Fatnnthd: Font: Bold current information and advice to the Council President, the Councii Liaison, and individual Councilmembers to assist with email compliance when me sted.g* e Enail Fnessageg. AGENDA ITEM #4. b) POLICY & PROCEDURE Subject: Index: LEGISLATIVE CONTRACTING AUTHORITY Number: 800-12 Effective Date: I Supersedes: I Page: Staff Contact: I Approved By: 12/10/2018 1 11/16/2015 1 1 of 5 1 CAO 1.0 PURPOSE: Resolution # on To maintain an efficient form of government, it is necessary for the Council to delegate contract approval authority to the Mayor for specific types of contracts without prior City Council review or subsequent ratification. 2.0 ORGANIZATIONS AFFECTED: Mayor and departments/divisions 3.0 REFERENCES: Applicable Administrative Policies (currently Policy & Procedure 250-02) RCW 35A.11.010 and 020 (Council Authority and Powers of Council) RCW 35A.12.065 (Pro Tempore Appointments) RCW 35A.12.100 (Authority and Powers of Mayor) Chapter 39.04 RCW (Public Works Procurement) RCW 39.04.155 (Small Works Roster Contract Procedures) RCW 39.04.280 (Competitive Bidding Requirements — Exemptions) Chapter 39.34 RCW (Interlocal Cooperation Act) 4.0 POLICY: 4.1 All statutory bidding and contracting requirements, as set forth in State law shall be followed. 4.1.1 The Mayor is authorized to establish and/or use a small works roster or rosters and develop procedures for the administration thereof for all contracts up to the maximum amounts established by RCW 39.04.155, as it exists or may be amended or recodified in the future. 4.2 To assist in contract management and retention, all contracts should include a date by which full performance of the contract shall be complete. CONTRACTING AUTHORITY AGENDA ITEM #4. b) p. 2 4.3 All contracts should, before presentation to Council, be approved as to form by the City Attorney Department. 4.4 All contracts shall be memorialized in writing and filed in the City Clerk Division. 4.5 The City Council shall receive an informational list of all contracts every quarter. This list shall include, but not be limited to, date of expiration, amount of contract, department responsible for the contract, expected completion date of contract, and summarized scope of work. Contract Amendments exceeding the greater of $100,000 or 10% of the original contract amount shall be highlighted within the list. 4.6 Except as otherwise specified herein, the Mayor or his or her designee has authority to approve and sign the following types of contracts without need for separate Council approval or ratification: 4.6.1 All contracts for which the Original Contract Value is less than $100,000. 4.6.2 All contracts settling claims, litigation or threatened litigation for which the Original Contract Value, less any contribution from a City insurance policy, does not exceed the lesser of $250,000 or the available balance in the fund(s) from which the payment will be made. 4.6.3 All contracts awarded pursuant to small works procedures adopted and administered by the Mayor pursuant to Section 4.1.1 herein. 4.6.4 All contracts, with an Original Contract Value between $100,000 and $300,000 that contain specific intelligence information, the nondisclosure of which is essential to effective law enforcement, so long as sufficient funding is budgeted for the expenditure, and the Chair of the Public Safety Committee is notified of the contract prior to its execution so that he or she can, if he or she deems appropriate, request such contract be brought to the full Council for approval. 4.6.5 Contract Amendments for which the Amendment Value does not exceed $100,000. 4.6.6 Contracts and/or Contract Amendments specifically authorized by other Council action. 4.6.7 Work Orders issued pursuant to RCW 39.10.450 so long as the overarching Job Order Contract was previously approved by Council. CONTRACTING AUTHORITY p. 3 AGENDA ITEM #4. b) 4.6.8 Annual technology hardware, software, or services renewal agreements including annual license renewals, subscription services, support and maintenance extensions, and general services renewals which do not exceed $250,000. 4.7 Notwithstanding anything to the contrary in Section 4.6 of this policy, the following types of contracts require advance Council approval prior to the Mayor or designee's signature: 4.7.1 Any contract for the sale or purchase of real estate. 4.7.2 Any contract to lease or otherwise encumber (e.g. via license or access agreement) City -owned real estate for a period of more than one (1) year unless the contract provides the City with an option to terminate the lease early without cause or damages by providing no more than six (6) months' notice of termination. 4.7.3 Public Works contracts that require award by the City Council pursuant to Chapter 39.04 RCW. 4.7.4 Any contract that transfers risk to the City of third party claims arising out of a contractor's misconduct or negligence if the risk transferred thereby would not be covered by the City's insurance policies. Any such provision in a contract that is not approved by the Council shall be void and unenforceable. 4.7.5 Any interlocal agreement entered into under the express authority of Chapter 39.34 RCW. 4.7.6 Any contract that, pursuant to applicable law, requires authorization from the City Council. 4.7.7 Any Contract or Contract Amendment for which the Mayor is not authorized to approve by Section 4.6 of this policy. 4.8 Work on a contract requiring City Council approval should not commence until such approval has been granted as authorized in this policy. However, work outside of the contract's original scope due to changed conditions on a public works project may proceed prior to formal approval of a Contract Amendment if the Mayor or designee determines such additional work is necessary to be performed without delay in order to avoid increased costs or other inefficiencies. CONTRACTING AUTHORITY p. 4 AGENDA ITEM #4. b) 4.9 In the event an emergency situation arises which necessitates a deviation from this policy or applicable bidding or procurement laws, the Mayor may, pursuant to RCW 39.04.280, declare an emergency situation exists, waive competitive bidding requirements, and award all necessary contracts on behalf of the City of address the emergency situation. Within two weeks of awarding an emergency contract, the Mayor shall provide Council with a written finding of the existence of the emergency and notice of the contract(s) awarded pursuant to the authority granted in this section. Such finding and notice shall be memorialized with the City Clerk and published on the City's website and/or in the next Council agenda packets, as the City Clerk deems appropriate. 5.0 DEFINITIONS: 5.1 Amendment Value: Amendment Value is the dollar value of all Consideration provided by the City to the other contracting party or parties as consideration for an individual Contract Amendment. Calculation of Amendment Value should be calculated consistent with the guidelines for calculating Original Contract Value. 5.2 Consideration: A value of exchanged or promised to be exchanged. Consideration can be in the form of a service, money, and/or property, and can also be a promise not to do something that the contracting party would otherwise be lawfully permitted to do. 5.3 Contract: Any agreement (written, oral, or implied) with another entity that legally binds the City to provide Consideration. 5.4 Contract Amendment: A modification or change in terms to a previously executed Contract, regardless of form or label (e.g. addendum, amendment, change order...). 5.5 Emergency: Unforeseen circumstance beyond the control of the City that either a) present a real, immediate threat to the proper performance of essential functions, or b) will likely result in material loss or damage to property, bodily injury, or loss of life, if immediate action is not taken. 5.6 Mayor: The elected Mayor of the City of Renton, his or her designee(s), and/or a pro tempore Mayor appointed temporarily pursuant to RCW 35A.12.065. 5.7 Original Contract Value: Original Contract Value is the dollar value of all Consideration provided by the City to the other contracting party or parties in the original contract. Calculation of Contract Value involving services or property exchanged should include a reasonable estimate of the fair market value of services and property provided by the City as Consideration. CONTRACTING AUTHORITY p. 5 AGENDA ITEM #4. b) 6.0 PROCEDURES: Procedural matters regarding bidding and contracting are the responsibility of the Administration. This includes, but is not limited to, formally designating those who may approve and/or sign contracts on the Mayor's behalf and developing/updating procurement policies and procedures designed to comply with applicable laws. AGENDA ITEM #4. b) Q i nr POLICY & PROCEDURE Subject: Index: LEGISLATIVE CONTRACTING AUTHORITY Number: 800-12 Effective Date: Supersedes: Page: Staff Contact: Approved By: 12110/2418344 11/16/2015 1 of 52 C2n�a� ei; Resolution # on 200-2 P fes ocrle A To maintain an efficient form of government, it is necessary for theestablish Council to delegate contract approval =Ad bidding elmey and to delegate _ ___ __ _ authority to the Mavor"'.,�,.'^'„-ai.r for specific types_ of contracts without prior City Council review or subsequent ratification. 2.0 [ORGANIZATIONS AFFECTED: Mayor and all departments/divisions 3.0 REFERENCES: Applicable Administrative Policies (currently Polity & Procedure 250-02) RCW 35A.11.010 and 020 Council Authoritv and Powers of Council RCW 35A.12.065 (Pro Tern Dore Appointments) RCW 35A.12.100(Authority and Powers of Mayor) Chapter 39.04 RCW (Public Works Procurement) RCW 39.04.155 (Small Works Roster Contract Procedures) RCW 39.04,280 (Competitive Bidding Reouirements— Exemptions) Chapter 39.34 RCW (InterlocaI Cooperation Act) 4.0 POLICY: 4.1 All statutory bidding and contracting requirements, as set forth in State law shall he followed. - - Fprmatted: Indent: First line: 0' 4-24.1.1 The Mayor is authorized to establish and/or use a small works— Formtted roster or rosters and develop procedures for the administration thereof for all contracts up to the maximum amounts established by RCW 39.04.155 as it exists or mav be amended or recodified in the future.Au AGENDA ITEM #4. b) CONTRACTING AUR RITY�1Ey p. 2 444.2 To assist in contract management and retention aAfl OFigm ,3l c„u„ exeE .tee .-:t.. contracts should include a date by which full performance of the contract shall be compiete.,z-- 4-44.3 All C4v contracts should before presentatlon to Council be approved as to form by the City Attorney ❑e artment. .:lrhn, t .. . GO .,Gil a ..I 4.4 All contracts shall be memorialized in writing and filed in the City Clerk Division. 4.5 The City Council shall receive an informational dated list of all contracts every quarter. This list shall include, but not be limited to, date of expiration, amount of contract, department responsible for the contract, expected completion date of contract, and summarized scope of work. Contract Amendments exceeding the greater of $100,000 or 10% of the original contract amount shall be Mighlighted within the list. 4.6 Except as otherwise specified herein the Mayor or his or her designee has authority to approve and si n the following tYpes of contracts without need for separate Council approval or ratification:The City r.,unEil shall appFave all Publi- Formatted: list Paragraph, Left, No bullets or numbering, Fab stops: Not at 0.5" + 1.5" + 2" 4-74.6.1 All contracts for which the Ori inal Contract Value is less than The-- - - Formatted City r.,URE91 all ROR Ublm .. ...I.- COAtFa6ts, $100,000—+R4 evek 4-&4.6.2 All contracts settling claims, litigation_ or threatened litigation for - - Formatted which the Original Contract Value less any contribution from a Ci insurance policy, does not exceed the lesser of $250,000 or the available balance in the fund(s) from which the payment will be made. AF14 PA 4.6.3 All contracts awarded pursuant to small works procedures ad❑ ted and- iFermatted administered by the Ma or 12Ursuant to Section 4.1.1 herein.ln,. she evept aR emeFgenGy sitHation arises which neeess4ates a deviation fFGFn this pelkey .. ' O AtAt the AeXt available Q61 ej! Fpeetft, ed a legal - ----�a_:,- AGENDA ITEM #4. b) CONTRACTING AUTHORITYoaoa4"&L� P• 3 + - - Formatted: List Paragraph, Left, No bullets or numbering, 4.6.4 All contracts with an Ori ina€ Contract Value between: 100 000 and:- _ Tab stops: Not at 0.5' + 2' 300 000 that contain specific intelligence information, the Formatted nondisclosure of which is essential to effective law enforcement so Ion as sufficient funding is budgeted for the expenditure,_ and the Chair of the Public SafetV Committee is notified of the contract orior to its execution so that he or she can if he or she deems appropriate. request such contract be brought to the full Councif for approval. - - Formatted: Ust Paragraph, Left, No bullets or numbering, 4.6.5 Contract Amendments for which the Amendment Value does not exceed-- _ Tab stops: Not at 0.5° + 2" 100 000. tFormatted + - - Formatted: List Paragraph, Left, No bullets or numbering, 4.6.6 Contracts and/or Contract Amendments specifically authorized b other•- _ Tab stops: Not at 0.5"+ z" Council action. Formatted - - Formatted: List Paragraph, Left, No bullets or numbering, 4.6.7 Work Orders issued pursuant to RCW 39,10.450 so Ion as the• _ Tab stops: Not at 0.5" + 2' overarching Job Order Contract was previously approved by Council. Fornnatted • - - Formatted: List Paragraph, Left, No bullets or numbering, 4.6.8 Annual tech noIo hardware software or services renewal ag reements•-_ Tab stops: Not at o.s"+ 2" Includinp, annual license renewals subscription services suioport and Formatted maintenance extensions and general services renewals which do not exceed,$250,000. • Formatted: List Paragraph, Left, No bullets or numbering, 4.7 Notwithstanding anything to the contrary in Section 4+6 of this jLolicv. the---, Tlabstops' Not at D.s° + 2' following t es of contracts require advance Council approval prior to the Fearmatted: Tab stops: Not at 1.5" Manor or desii;nee's signature: + - - Formatted: Indent: Left: 1", No bullets or numbering, Tab 4_7.1 Any contract for the sale or12urchase of real estate. + stops: Not at 0.5 1.5" Formatted 4.7.2 Any contract to lease or otherwise encumber e.. via license or access- Formatted: Indent: Left: 1.5, No bullets or numbering, Tab stops: Not at 0.5" + 1.5" aigreementl City -owned real estate fora period of more than one i ear Formatted un€ess the contract provides the City with an option to terminate the lease early without cause or damages by Providingno more than six 6 months' notice of termination. + - - Formatted: List Paragraph, Left, No bullets or numbering, 4.7.3 Public Works contracts that re uire award b the CityCouncil ursuant- _ Tab stays: Not at 0.5" + 2' to Chapter 39.04 RCW. Formatted • - - Formatted. List Paragraph, Left, No bukts or numbering, 4.7A AnV contract that transfers risk to the City of third party claims arisin +- Tab stops: Not at 0.5" + 2- out of a contractor's misconduct or ne li ence if the risk transferred Formatted thereby would not be covered by the Cit 's insurance policies. Any such provision in a contract that is not approved by the Council shall be void and unenforceable. - - Forrrwtted: List Paragraph, Left, No bullets or numbering, Tab stops: Not at 0,5' + 2" AGENDA ITEM #4. b) CONTRACT] NGAUTH0RiTY ngAwhaA p. 4 4.7.5 Any interlocal agreement entered into under the express authority of-- - - Formatted Chapter 39.34 RCW. �- - - Formatted: List Paragraph, Left, No bullets or numbering, 4.7.6 Any contract that, ursuant to applicable law, re uires authorization- Tab stops: Not at 1).5" + 2" from the City Council. Formmad - - Formatted: List Paragraph, Left, No bulets or numberirg, 4.7.7 Any Contract or Contract Amendment for which the Mayor Is no _ Tab stops: Notat 0.5" + 2" authorized to approve by Section 4.6 of this policy tFormatted •- - - Formatted: List Paragraph, Left, No bullets Or numtlerfng, 4.8 Work on a contract requiring Cit Council a royal should not commence until•- _ Tab stops: Not at 0.5" + 2" such approval has been granted as authorized In this volicy. However, work Farmatted:Tabstops:Norat 1.5"+ r outside of the contract's original scope due to chap ed conditions on a public works ro'ect may roceed prior to formal approval of a Contract Amendment If the Ma or or designee determines such additional work is necessary to be Performed without delay in order to avoid increased costs or other inefficiencies. - - Formatted: Indent: Left: I", No bullets or numbering, Tab 4.9 In the event an emergency situation arises which necessitates a deviation from•- _ stops: Not at 0.5-+ 1.5^ + 2" this poljcV or applicable bidding or procurement laws the Mayor may, ursuant Fnrmatted-Tab stops: Not at 1.5" + 2- to RCW 39,04.280 declare an ernerizency situation exists waive com etitive bidding requirements, and award all necessary contracts on behalf of the City to address the emerigency situation_ Within two weeks of awarding an emer enc contract the Mayor shall provide Council with a written finding of the existence of the emergency and notice of the contracts awarded Ourwant to the authority ranted in this section. Such finding and notice shall be memorialized with the City Clerk and published on the Ci 's website and/or in the next Council agenda packets, as the City Clerk deems a ro riate. 5.0 DEFINITIONS: • Farmatted: Indent: Left: 0.5", No bullets or numbering la For ourooses of this policy, the following terms mean: Formatted. Font: Not Bold Formatted: No bullets or numbedng 5.1 Amendment Value:GONT rti Amendment Value is the dollar value of all _ Fes: ram; Bold Consideration provided by theav to the other contracting a or arties as consideration for an individual Contract Amendment. Calculation of Amendment Value should be calculated consistent with the guidelines for calculating Original Contract Value.r^f r; •� III.. Rt Facts are defined as all 5.2 Consideration:EMER �rCAlf4N A value exchanged or promised to be exchanged. - Formatted: Font; gad Consideration can be in the farm of a service mom and or proerty. and can also be a promise not to d❑ something that the contracting artwould otherwise be Lawfully permitted to do.u4arasaen r FRSWRGM I.eyBAd- •h^ AGENDA ITEM #4. b) CONTRACTING AUTHORITY P. 5 prepeF: peFf@Fmanre of esseRtkll WARiGAS; OF b) Will likely feSUlt material less Foms3tted: Font: P1old • - - Formatted: List Paragraph, Lelt, Na bullets a numbering, 5.3 Contract: Any agreement 1written, oral, or implied with another enti that Tab stops: Not at 0.5" legally binds the City to provide Consideration Formatted. Font: sold • - -1 Formatted. List paragraph, Left, No bullets or numbering, 5.4 Contract Amendment: A modification or than a in terms to a reviously Liab stops: Not at 0.5" + 1.5" + 2" executed Contract regardless of form or tabel e.. addendum amendment Change order...).. - Formatted: Front; Bold Formatted: Ust Paragraph, Lett, No bullets or numbering, 5.5 Emergency: Unforeseen circumstances beyond the control of the City that either Tab stops: Not at 0.5" + 1.5'+ Z^ a resent a real immediate threat to the proper oerformance of essential functions or h will likely result in material loss or damage to property, bodily iniury, or loss of life if immediate action is not taken. - - - - Formatted: Font: Bold - - Formatted: List Paragraph, Left, No bullets or numbering, 5.6 Ma or: The elected Mayor of the City of Renton his or her desi nee s and/or a Tab stops: Not at 0.5" + 1+57 + 2^ ro tern Dore Ma vor a po ainted tem poraril V p ursuant to RCW 35A.12,065. - Formatted: Font: Wd Formatted., List Paragraph, Left, No bullets or numbering, 3-.45.7 Original Contract Value: Original Contract Value is the dollar value of all Tab stops: Not at 0.5^ + 1.5' + 2" Consideration provided by the City to the other contracting art or parties in the original contract. Calculation of Contract Value involving services or property exchanged should include a reasonable estimate of the fair market value of services and prolperty vrovided by the City as Consideration. 6.0 PROC€UURES: Procedural matters regarding bidding and contracting are the responsibility of the Administration. This includes but is not limited to formally designating those who ma approve and/or sin contracts on the Mayor's behalf and developinglupdating procurement __ policies and procedures designed to comply with goplicable laws AGENDA ITEM #4. b) POLICY & PROCEDURE Subject: Index: LEGISLATIVE REMOTE ATTENDANCE AT COUNCIL Number: 800-13 MEETINGS Effective Date: I Supersedes: Page: Staff Contact: Approved By: 12/10/2018 1 3/15/2015 1 1 of 2 1 CAO 1.0 PURPOSE: Resolution # on To establish remote attendance guidelines for all types of City Council meetings. 2.0 ORGANIZATIONS AFFECTED: City Councilmembers 3.0 REFERENCES: RCW 42.30 4.0 POLICY: 4.1 It shall be the policy of City Council to allow its members to attend all types of Council meetings by speakerphone or other audio/video equipment. The Council President, at his or her discretion, may also call upon absent Councilmembers willing to attend remotely to ensure a quorum of the Council so that City business can be conducted in a timely manner. 5.0 DEFINITIONS: 5.1 Quorum: The minimum number of Councilmembers who must be present at a meeting in order to transact Council business. Generally, a quorum consists of four or more Councilmembers. 5.2 Remote Attendance: The use of telephones and/or other audio/video equipment to hold a meeting with people who are in different locations. 5.3 Teleconferencing: The use of a telephone, video conferencing equipment or other means of instant communication that allows a person to take part in discussions as they happen. REMOTE ATTENDANCE AT COUNCIL MEETINGS p. 2 AGENDA ITEM #4. b) 6.0 PROCEDURES: 6.1 Councilmembers who cannot be physically present at a Council, but are willing to attend remotely, must notify the Council Liaison of his or her absence and willingness and availability to attend Council meetings remotely. 6.2 If the Council Liaison becomes aware of a potential lack of quorum, he or she will immediately notify the Council President. If the Council President determines that a lack of quorum at a Council meeting will delay urgent and important City business, he or she will, or direct the Council Liaison to, contact all absent Councilmembers who have indicated that they are willing to attend remotely. Such contact shall be made at least 30 minutes prior to the start of a meeting. 6.3 The Councilmember attending remotely must ensure the equipment will allow him or her to hear all speakers in the meeting room, and all persons in the meeting room must be able to hear the Councilmember attending remotely. AGENDA ITEM #4. b) POLICY & PROCEDURE Subject: Index: Legislation Remoter-eleeonferesciAg Attendance at Council Meetings Number: 800-13 Effective pate: Supersedes: Pages: 5taff Contact: Approved By: 1.2 1C 2018-3�q 3 15 2015a 1 of 24 1 CA^'fir Resolution ft on 1.0 PURPOSE: To establish remote•^'o^^,g attendance guidelines for all types of City Council meetings. 2.0 ORGANIZATIONS AFFECTED: City Councilmembers I RCW 42.30 Open public eeeeimngs Act 4.0 POLICY: It shall be the poficy of the City Council to, OR •"^ Fiffe eeEasien to fulfill ^ IRFA^•_, allow its members to attend all types of _Council meetings by speakerphone or Other audio/video equipment. The Council President, at his her—e het discretion, may also call upon absent Councilmembers willing to attend remotely to ensure a quorum of the Council so that 04e Cityr4 business can be conducted in a timely manner. - 5.0 DEFINITIONS: 5.1 JQuqum _The minimum number of Councilmembers who must be present at a _ _ - Formatted: runt: Bola meeting in order to transact Council business. Generally,_ a quorum consists of four or more Councilmembers. 5.2_ Remote Attendance: _ The_ use of telephones and/or other audio/video - formatted: Four. Bald equipment to hold a meeting with people who are in different locationWlases. - Formatted: List Paragraph, Left, No bullets or numbering, 3 25.3 Telecanferencin :The use of a tale hone video conferen[in a ui m_ ent or Tab stops: Not at 0.5" + V + 1.5- + 2- other means of instant communication that allows a erson to take part In Formatted: Font: Bold discussions as they happen. AGENDA ITEM #4. b) Teleconferencing Attendance at Council Meetings p- 2 6.0 PROCEDURES: 6.1 Counci#members who cannot be physically present at a Council meeting, but are-- - - Formatted. Outline numbered+ Level; 2 + Numbering Style: willing to attend remotely, must notify the Council Liaison of his her or her 1, 2, 3, ••• +Startat: 1 + Alignment: Left + A[Igned at: O,S" + Tab after: 1' + Indent at: I", Tab stops: 1", Left absence and willingness and availability to attend Council meetings remotely_a# may+ 6.2 If tT-he Council Liaison becomes aware of a votential lack of q uorum he she will• - Formatted: Outline numbered+ Level: 2+ Numbering Style: immediately notify the Council President. of * e ^^*^^*°a' Iaek of quorum m at an 1, 2, 3, ... + Start at: 1 + Alignment: Left +Aligned at: 0.S" + jFp" Tab after: 1" + Indent at: 1", Tab stops: 1 Left n��^n r^�=^^�' ^�^^*'^^ If the Council President determines that a lark of quorum at a Council meeting will delay urgent and important Cityptl4 l business, he she-er- k will, or direct the Council Liaison to, contact all absent Councilmembers who have indicated that they are willing to attend remotely.be available —far Femet:e attendaAee, to be prepaFed W at4@Rd F@FROtely. Such contact shall be made at least 30 minutes prior to the start of the meeting, 6.3 The Councilmember attending remotely V+a Speake,-P�h8Ae and/or ^ethe€• Formatted:Outllnenumbered + Level; 2 + Numberingstyle: must ensure the equipment will allow him her a t+eF to 1.2, 3, + Start at: 1 + Alignment; Left + Aligned at: O.S"+ [Tab after: 1" + Indent at: 1", Tab stops: 1", Left hear all speakers in the meeting room, and all persons in the meeting room must be able to hear the Councilmember attendant; remotely.